HR Coordinator

We are Hiring!

We have an exciting new opportunity at Scope for a HR Coordinator to join our People and Culture team!

The role will be hybrid (approximately 2 days in the Crawley office and 3 days from home) with some travel to Ireland.

We are looking for people who can connect their own personal vision and values into some of what we do at Scope.

Our Vision as a company is to become a leading force in Eyecare, with people at our core.

Please read below the full job description for the role and if this is something that you would be interested in, please click apply and a member of the Scope team will be in touch regarding your application.

HR Coordinator

The HR Coordinator reports to the Head of People and Culture and is responsible for ensuring that all recruitment and HR related administrative duties are completed in a timely and accurate manner. They will act as the first point of contact for employee enquiries on recruitment, BambooHR and policies. The HR Coordinator will manage the onboarding process and provide information and assistance throughout the employment lifecycle.

Key Responsibilities

Recruitment, Selection and Onboarding

• Liaise with recruiting manager and HR Partner regarding vacancies, appropriate advertisement channels and selection methods.
• Arrange the placing of advertisements, liaising with recruitment agencies as necessary.
• Process all applications including acknowledging, rejection letters, invitations to interview, setting and arranging interviews.
• Ensure selection panel members are informed and provide documentation as needed, attend interviews as appropriate.
• Ensure that eligibility to work for all employees has been checked and request updates for visas due to expire.
• Be responsible for the onboarding tasks in BambooHR and complete other new starter documentation and processes including payroll updates.

Advice and Guidance

• Answer queries and provide basic practical advice to managers and employees in relation to policies and procedures.
• Assist managers in dealing with basic requests and issues relating to maternity, absence, flexible working applications, parental leave and annual leave.
• Support employees by providing information and assistance throughout the employment lifecycle.
• Use own initiative and considered judgment to answer queries and make suggestions in line with Scope policies and legal framework.
• Research and undertake specific projects and other ad-hoc tasks as directed by the Head of People and Culture.
• Keep up to date with developments in employment legislation, Scope HR policies and human resources best practice to ensure continuous development.
• Support employee relations casework, including disciplinary, grievance and performance related matters.
• Support the HR Partners in preparing employee related letters including leaver letters, reference requests, pay and pension updates.
• Support the HR Partners in producing appropriate contractual documentation and written correspondence in relation to internal transfers, terminations and variations of employment and escalating issues to the Head of People and Culture as appropriate.
• Ensure hard copy filing, electronic filing and archiving is up to date, in line with GDPR requirements.

HR Systems, Payroll and Benefits Administration

• Enter all new starters onto BambooHR and relevant monitoring spreadsheets as required.
• Maintain HR records on BambooHR.
• Be the first point of contact for queries related to BambooHR.
• Support the HR Partners in collating the paperwork for payroll; starters, changes, sickness absence, one off changes and update monthly payroll spreadsheet.
• Process new members to the pension scheme and manage leavers.
• Do the administration for various benefits schemes: Cycle to Work scheme, childcare vouchers and healthcare allowance spreadsheet, clearly communicating any changes or news to payroll and employees.
• Assist People and Culture team in facilitating workshops where necessary.
• Ensure that the latest policies, procedures, guidelines, benefits and forms are available on BambooHR and are easily accessible to all employees.
• Ensure the master data in these systems is correct and complete regular audits to verify, following up on any discrepancies.
• Manage any HR Information System upgrades or the addition of any further functionality as needed.
• Create and maintain a set of Work Instructions for using these systems.

Health and Safety 

• Coordinate Health and Safety programmes across Scope including:
  • Driver Safety (with external advisors Applied Driving)
  • Manual Handling
  • Ergonomic assessment (Office and Home working, with support from the Recognition, Wellbeing and Inclusion Lead)
  • First Aid
  • Mental Health First Aid
•  Manage the contracts and relationships for our Employee Assistance Programmes (EAP) – LifeWorks and Health Assured.

Qualifications

• 3rd Level Qualification. A Business qualification with a specialisation in Human Resources is desirable.
• CIPD level 3 qualified or equivalent qualifications/skills gained through experience or working towards this.

Specific Knowledge, Skills and Experience

• Previous experience working in HR, ideally including recruitment, payroll and benefits administration is desirable.
• Strong IT skills and experience of HR systems.
• Possess a good understanding of current employment law and HR best practice.
• Ability to maintain a high level of confidentiality.
• Highly organised with excellent attention to detail.
• Good initiative and able to work with minimum supervision.
• Able to multitask and manage competing priorities.
• Confident and proactive in liaising with people at all levels and working as part of a team.
• Excellent interpersonal and communication skills.
• Collaborates well with colleagues, develops good relationships with them and shares knowledge and insights openly.
• A good sense of humour and a bright, enthusiastic personality.
• Ability to travel within own country (10%) and internationally (10%).