People and Culture Assistant

4 weeks ago

Cape Town, South Africa The Legends Agency Full time

Job Title: People and Culture Assistant

Reporting to: People and Culture Business Partner

Department: People and Culture

Working Hours: 8 AM TO 5 PM

WHAT YOU WILL BRING TO THE COMPANY:

The People and Culture Assistant will be passionate about delivering a high-level service to the business through their outstanding administrative and communication skills. The individual thrives in a fast-paced environment, superb at problem-solving, efficient in scheduling, and precise in managing the recruitment process.

The People and Culture Assistant will support a respective People and Culture Business Partner (BP), striving to learn and develop in their career whilst having a positive impact on the overall performance of the People and Culture team

WHAT YOU WILL BE RESPONSIBLE FOR:

Recruitment:

  • Manage recruitment campaigns with People Managers, ensuring approval to recruit forms are signed and job descriptions are assembled and filed for all roles.
  • Writing and placing adverts and liaising with online and agency recruiters
  • Tracking candidates, interviews, rejections, and joiners, ensuring a good candidate experience (Minimum candidate experience score of 8+)
  • Managing agency relationships, negotiating fees, and forging preferred supplier relationships
  • Management of employment reference process
  • Ensuring recruitment process remains legally compliant, ensuring fairness and GDPR compliance

Employee Lifecycle:

Onboarding:

  • Work closely with Line managers to ensure an effective onboarding experience for all new starters. This includes effective communication to IT for workspace setup and accountability to ensure induction plans are created by managers using relevant onboarding platform
  • Full management of employee onboarding platforms (SoftStart). Ensuring all new starters are added to the system in a timely manner
  • Carrying out People and Culture inductions for necessary client groups
  • Ensuring all employment documentation is signed ahead of the employee start date, including offer letter, Contracts of Employment, etc.
  • Ensuring all due diligence documents are obtained ahead of start date (e.g., right to work checks)

Leavers:

  • Oversee leaver admin process, including processing leavers on People systems, supporting respective BP in exit interviews as required
  • Ensuring necessary departments are made aware of leavers and overseeing the exit checklist

Systems:

  • Management of PeopleHR system for respective client groups, ensuring documentation is up to date and signed where required
  • Support People and Culture BP to ensure an effective annual leave rollover process
  • Support People and Culture BP to track employee absence levels, raising concerns to BP as required, and supporting as needed in return-to-work meetings/formal attendance hearings
  • Ensure systems are updated with accurate employee personal data, including bank details, probation end dates, etc.
  • Work with BP to track and chase management on outstanding documentation (e.g., outstanding 1-2-1 forms)
  • System reporting as and when required

Training:

  • Management of logging completed training on PeopleHR
  • Support BP in coordinating and booking required training

Employee Relations:

  • Supporting respective BP with note-taking on any discipline issues, informally or formally, with guidance

Strategy (Support the full P&C team:

  • Support as required in consistent review and creation of company policies that meet the needs of the business, ensuring policies remain legally compliant in light of legislation changes and best practice guidelines
  • Supporting in the achievement of team KPIs and quarterly objectives

This list is not exhaustive; your monthly 1-to-1 meetings with your Manager will clearly define your objectives and KPIs.

YOUR ACCOUNTABILITIES:

  • Understand and support the strategic direction of the business from a People and Culture perspective, working in close partnership with BP to ensure the execution of department KPIs
  • Work closely with all members of the People & Culture team to ensure effective communication and collaboration as well as support the function as a whole with strategic projects and activities as needed
  • Support in driving change that focuses on valuing people, driving a positive working culture
  • Support respective BP in administration for client groups
  • Forge strong relationships with business stakeholders

KPIs:

  • Onboarding experience score: 8/10 minimum
  • Training scores: 8/10 minimum

WHO YOU ARE

KNOWLEDGE:

  • Experience within a corporate HR environment and a degree is essential
  • Good working knowledge of current UK employment law and best practice guidelines.
  • Good working knowledge of IT, including MS Office, Outlook, and HRIS.
  • Proven experience in an HR administration support role

SKILLS:

  • Excellent interpersonal and communication skills, both verbal and written
  • Ability to work under pressure and deal with multiple tasks
  • The ability to develop trusting relationships with relevant stakeholders
  • Strong organizational and administrative skills
  • Proven ability to manage a heavy workload while maintaining high attention to detail
  • Successful in developing meaningful relationships with key stakeholders
  • Ability to manage those with conflicting opinions, demands, and activities
  • Ability to deal with conflict and sensitive situations effectively in a calm and confidential manner
  • Resourceful and able to find creative solutions, thinking beyond current approaches
  • Ensures discretion and confidentiality consistent with applicable regulations and policies

ATTITUDE/BEHAVIOURS:

  • Leads by example in terms of enthusiasm, positivity, and a can-do approach
  • Reads cues from others to assess communication approach
  • Empathetic and active listening ability to understand others; encouragement to speak their minds to capture the real motivators and emotions
  • Responsive, with a service-driven approach to deliver the wow factor
  • Reliable and committed to delivering right, first time, and to deadlines
  • Passionate about the industry and being successful in the workplace
  • Always striving to find better ways of doing things; identifying solutions and committed to delivering positive change
  • Takes ownership and accountability; taking the lead when change needs to happen
  • Friendly and supportive of others, showing compassion and empathy
  • Professional and discreet, maintaining a high level of confidentiality across the organization

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