HR Coordinator – Braehead Shopping Centre

Role / Team Overview

This role is being advertised by Savills Management Resources (SMR) a wholly owned entity of Savills (UK) Limited but a separate employing entity which is not accredited by Real Living Wage Foundation.

Purpose of the Role

The role of the HRC is to be the first point of contact for all HR related queries at the centre. The role will provide high level administrative support to the site, and ensuring that employees adhere to the Company’s policies and procedures and compliant with employment law, working closely with the Regional HRBP.

Key Responsibilities

General Duties

• Attend scheduled meetings within the department to ensure that all members are aware of all key issues.
• Ensure employee confidentiality is maintained and data protection legislation is adhered to at all times.
• Responding to all queries received ensuring they have been responded to in a timely manner.
• Take ownership of adding and removing of starters and leaver of various systems.
• Working alongside the Payroll team to ensure that any changes to pension eligibility criteria are updated and reflected accurately onto cascade.
• Conduct regular audits on employee right to work documentation to ensure they are compliant and verified in line with the Home Office requirements.
• Support with the training of right work checks to all line managers.
• Process all uniform requests and distribute to the teams at site level.
• To provide cover and support to other areas of the Business Support Unit when required, this includes Reception cover.

Employee Relations

• Advise management team and employees on queries regarding HR policies and procedures via telephone call, email or face to face. Raising all complex issues with the HR Business Partner and /or HR Advisors.
• Liaise with HRBP to issue all investigation and disciplinary letters (invitations, outcomes and no further actions).
• Attend in the capacity of note taker to any disciplinary or grievance meetings as agreed by the HR Business Partner.
• Liaising with management team on absence management, including entering on Cascade, chasing return to works, provide support to line managers regarding concerns/triggers.
• Escalating to HRBP any complex or high risk cases or queries.
• Support the Line Manager in gathering and collating evidence pack to issue to employee and disciplining manager.
• Keep up to date of changes in relevant employment law legislation and ensure that the Company complies.

Recruitment & Selection

• Identify any vacancies as part of the leavers process and provide line managers with general advice on following a fair and consistent recruitment process.
• Ensure the Company’s recruitment policy and procedure has been adhered to at all times. This will involve:
• Ensuring all permanent vacancies are advertised on the weekly job bulletin and all required documents have been completed by the recruiting manager.
• Acknowledging and recording all applications received on the recruitment vacancy log.
• Support the recruiting manager with arranging interviews and ensuring that feedback is provided following the interview process.
• Provide support to line managers with the selection process ensuring the required documents and forms are completed consistently and provided in line with both the HR and vetting processes.
• Ensure that the recruiting / line manager has submitted the new starters right to work documentation in compliance with the UK legislation and prior to the start date.
• Responsibility for the distribution of the weekly job vacancy bulletin at site level.
• Liaise with the central HR Ops team to ensure adverts placed are descriptive, consistent and promote SMR values, whilst being legislatively compliant.

New Starters

• Process all new starter paperwork in a timely manner which will include:
• Issuing initial paperwork to transferring staff.
• Review the new hires form to ensure that all required information is completed to process the new employees.
• Enter the new employee onto cascade HR system to ensure they are set up accurately for payroll and required information is entered in correctly for finance.
• Draft contracts of employment in line with the Company’s standards.
• Issue offer of employment with required welcome document enclosures.
• Ensure all new starter documentation is returned and filed in the correct employee file. This will involve:
• Weekly review and chasing of outstanding employee documents and ensuring that this is followed up with the line manager as part of the 1 month probation review meeting.
• Request, chase and respond to employee references, ensuring that at least 1 employer reference and 1 character reference is obtained for each New Starter.
• Take ownership of liaising with AXA on new start health questionnaires or nightshift health questionnaire.
• Ensure benefit entitlements and changes affecting employee benefits are communicated to all relevant parties within the HR / Payroll team and to appropriate 3rd parties, where applicable.
• Check due diligence information when uploading a new starter on the system.

Probation

• Ensure probation paperwork is completed and filed in the employee file, in line with required probation period timescales. This will involve:
• Issuing probation paperwork to Line Manager’s.
• Ensure Line Managers are aware of the necessary deadlines and timescales that should be adhered at the required intervals.
• Confirm outcome of probation meeting reviews in writing to the employee.

Changes to Employment

• Process all changes to employment and personal details in a timely fashion which may include:
• Following the Company’s remuneration procedure.
• Updating the cascade HR system with the required changes.
• Issuing a change of contract terms and conditions letter in line with the Company’s standards
• Ensuring the appropriate system access / company property is provided in line any changes.

Company Property / System Access

• Liaise with the central HR Ops team for the set up and removal of the IT functions. This will include:
• Advising line managers of appropriate system access / company property required
• Ordering all required property / system access and ensuring that it is recorded on cascade accordingly.
• Informing line managers of any equipment due to be returned when processing a leaver.
• Requesting leavers access to be removed and all systems including but not limited to click travel, cascade and citrix.

Annual PDR Reviews

• Support the central HR Ops team to chase outstanding PDRs, ensuring they are uploaded to cascade in line with the annual PDR deadline.
• With support from the HRBP, review all completed PDRs.

Cascade

• Regularly review the data on cascade and ensure that it is correct and up to date at all times
• Deal with general cascade queries including holiday/ absence from staff working in close liaison with the HR and Payroll teams.
• Ensure that relevant cascade workflows have been processed accordingly.

HR Processes

• Ensure that all HR processes are adhered to in line with Company standards at all times ensuring the required letters are issued and systems updated. The processes that the HRC will be responsible for will include but not limited to:
• Short Term Sickness and Absence
• Capability/OH referrals
• Support the HRBP with Long Term Absence and chasing of outstanding fit notes
• Maternity, Paternity and Shared Parental Leave
• Flexible Working
• AWOL
• Ensure benefit entitlements and changes affecting employee benefits are communicated to all relevant parties within the HR / Payroll team and to appropriate 3rd parties, where applicable, including notifying of any entitlements to be terminated for leavers.

Leavers

• Liaise with HRBP to ensure that leavers are processed in an efficient and timely manner which will involve:
• Liaising with the payroll team to establish any overpayments to be deducted and communicated to the leaver.
• Notify the relevant parties of a leaver to ensure that all company property is returned and any system access is deactivated.
• Communicating all leavers information to the employees and issuing the appropriate leavers questionnaire.
• Liaising with the HRBP when questionnaires have been returned.

Payroll

• Coordinate the monthly payroll and send to the central payroll team for processing by the monthly deadline.
• Deal with all pay/payroll queries, and where necessary liaise with central payroll team/HRBP.

Security Administration Duties

• Liaise with the central HR Ops and Security Compliance team to chase up SIA License Renewals for site within the required timescales.
• Ensure that all Security employees are adequately vetted in line with the Savills Procurement Policy.

Skills, Knowledge And Experience

Education

Essential

• Good standard of education including 5 GCSE grade A-C or equivalent including English and Mathematics.

Desirable

• Working towards or have completed a level 3 qualification CIPD in Human Resource Management.

Essential

Skills, Knowledge & Experience

• Good attention to detail and able to input high volume of data.
• Strong administration skills and attention to detail.
• Able to prioritise and plan workload.
• Prior experience of working in a fast paced HR Department.
• Able to respond effectively to changing priorities.
• Understanding of employment law.
• Ability to use Outlook, Word, Excel at an intermediate level.
• Experience or equivalent of working in a busy office environment.
• Ability to work independently as well as part of a team.

Desirable

• Experience of working within a property management environment.
• Prior knowledge of cascade HR system including system administration.

Personal Attributes

Essential

• Willingness to learn and accept responsibility.
• Proactive and can do approach towards work tasks.
• Ability to form successful relationships.
• Excellent written and verbal communication skills.
• Ability to work flexibly and take initiative to achieve objectives.
• Able and willing to work flexible hours and travel when required.

Working Hours

37.5 hours per week, 9am to 5.30pm, Monday to Friday