HR Officer, UK

Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

IRC UK

IRC UK is part of the IRC global network, which has its headquarters in New York and London. Our team in the UK works to raise profile, deliver policy and practice change, and increase funding to help restore health, safety, education, economic wellbeing and power to people devastated by conflict and disaster. Since 2021, IRC UK has also provided integration services directly to refugees in England, a programme that is rapidly growing.

In Europe, the IRC also has offices in Berlin, Bonn, Brussels, Geneva and Stockholm.

Purpose of the role

As HR Officer you provide comprehensive and customer focused HR support to recruitment and HR administration to IRC UK staff and managers. You are the first point of contact for existing staff and new starters, ensuring a smooth and welcoming onboarding process. You are also responsible for timely and accurate data entry, ensuring HR systems are kept up to date whilst contributing to continually improving HR systems and processes.

Working relationships

· Reports to HR Operations Manager, UK

· Liaises with staff and managers across the organisation.

· Works as a collaborative member of the wider Europe HR and Global HR team.

Main tasks and responsibilities

Onboarding & Recruitment Support (60%)

· Provide administrative support to the full onboarding process

· Provide a smooth onboarding and induction process for new starters including completing recruitment checks, delivering HR induction, adding new starters to relevant systems and benefits, acting as first point of contact for new starters

· Liaise with workspace colleagues as needed to support the onboarding process

· Use ATS system (Cornerstone) to generate online offers, gather onboarding paperwork from new starers and reporting for roles in the UK and other European offices if required.

· Liaise with colleagues in HR operations and HR support for updates to the onboarding process and paperwork when needed and to work on improvements or changes to reporting from the ATS system

· Provide administrative support to the full recruitment cycle when required, including post job adverts online, manage candidates, manage interview schedules in liaison with HR Operations Manager, Recruiter and hiring managers, book meeting rooms, schedule interviews and tests as required

Administrative Processes, Record Keeping and Data Inputting

· Generate letters including offer, parental leave, probation job change and leavers letters in a timely and accurate matter, working across cornerstone, box, workday, computer drives and email

· Maintain current administrative processes across computer drives, Cornerstone, Workday and online file storage system Box – ensures processes, templates, forms and policies are reviewed regularly as agreed with the wider HR team are up to date, easily accessible and clearly documented

· Develop, recommend and draft new and revised processes, forms, templates and documents in discussion with the wider HR team

· Responsible for keeping all templates, forms and procedures up to date, ensuring they are reviewed on a timely basis

· Prepare and generate monthly, quarterly, year end and ad hoc reports as per set deadlines and distribute to identified stakeholders

· Ensure HR pages on the intranet are updated regularly, creating new pages as necessary and updating existing pages in coordination with the HR Operations Manager, UK

· Audit all employee files on a regular basis according to schedule set by HR Operations Manager ensure all employees have all statutory paperwork and that information is in the correct place and up to date

· Keep organisational charts up to date and creates new organisational charts as required

· Performance Management: support HR Operations manager in monitoring mid-year and annual appraisal process, running reports for HR and for managers.

· Ensure files are archived regularly in accordance with schedule set by the HR Operations manager

· Produce monthly employee data reports in Excel

HR information systems

· Input all employee data into Workday for staff changes in the UK in an accurate and timely fashion; liaises with HR systems team, keeps HR Operations Manager, UK updated on all Workday changes

· Run and deliver HR metrics as requested by HR Operations Manager, UK and Director of HR, Europe

· Administer online absence tracking system (eDays) ensuring staff are added/removed from the system in a timely manner

Payroll and pensions

· Assist with the preparation of the monthly payroll spreadsheet recording starters, leavers and amendments including any necessary supporting documentation.

· Contact point for staff in case of queries and changes related to payroll

Training & Development

· Coordinate trainings including, performance review training, unconscious bias training and other training sessions as required.

· Focal point for online learning portal, Kaya, supporting staff members to access and utilise the system

· Administer online training system (iHasco) ensuring staff are added/removed from the system in a timely manner to be able to access this external training through the internal online learning portal, Kaya

Team Administration (5%)

· Provide professional administrative support to the UK HR team including:

o Administering and taking minutes in key meetings; disciplinary and grievance meetings and project meetings

o Processing financial administration such as invoices and expenses to be charge dto the UK HR budget, ensuring they are approved and passed to finance for payment

o Handle all internal and external requests such as employee references in a timely, professional and confidenital manner

PERSON SPECIFICATION

Essential

· Strong and experienced administrator with solid understanding of establishing and administrating effective administrative processes and procedures

· Some knowledge of UK employment law

· Experience of providing administrative support to recruitment processes

· Working in a pressured environment with conflicting priorities and without supervision; a can do attitude and organised approach

· Excellent attention to detail

· Excellent written and spoken communication skills

· Excellent IT skills, competent user of all Microsoft programmes with particularly strong Excel skills (intermediate to advanced level)

· Experience of working with HRIS systems for data entry and reporting

· Ability to work effectively within and across teams and build good working relationships.

· An interest and commitment to the work and mandate of the IRC.

· Results oriented with a focus on delivering quality results for colleagues, managers and the organisation

· Receptive to feedback with a willingness to actively seek out feedback and learn from it

· Resourceful and solutions focused with a proactive approach to challenges, able to contribute to creative and innovative ideas for solutions to challenges

· Resilient and flexible, able to prioritise and organise in order to handle a varied workload

· Experience of using Cornerstone or Workday as HR Information Systems

· Experience of working in a complex organisation, ideally an international organisation or in the not for profit sector

Qualifications Candidates must have the right to work in UK.

The closing date for applications is 19th May 2023. We will be reviewing candidates as they apply , so if suitable candidate are found , advertisement will be closed sooner then the deadline date.

IRC UK strives to be an equal opportunities employer. IRC UK is committed to equality of opportunity and to non-discrimination for all job applicants and employees, and we seek to ensure we achieve diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability.

IRC UK welcomes applications from all candidates, including underrepresented groups and refugees who have the right to work in the UK.

IRC UK will ensure that individuals with disabilities are provided reasonable adjustments to participate in the job application and/or interview process, and for essential job functions if appointed to a role. Please contact us if you may need such adjustments.

If you have any questions or need assistance with the online recruitment process, please contact the IRC UK HR team at applications@rescue-uk.org

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