1. Role and Reporting
Reporting to the HR Officer you will be responsible for aspects of administration relating to people’s employment, training and IIP/ISO certifications for Havas People. In addition to this you will also assist in the smooth running of the London office.
You will help to ensure managers understand and follow correct procedures and maintain documentation within the personnel files. You will also be a day-to-day support to Havas People’s external trainers in helping to organise and evaluate training courses.
The Havas Shared Services team take care of the administration relating to payroll, pensions, company cars and insurance so these are not responsibilities of this role. However, interaction with the HSS team is essential to ensure the information being passed over is correct and up to date.
2. Tasks and Responsibilities
The day-to-day role typically includes the following:
You will assist in the administration of all starter information, as requested by the HR Officer. This would include; preparing offer letters, following up references, gathering starter information and entering it onto our HR system, producing draft contracts, and issuing induction materials.Leavers
You will assist in the administration of all leaver information, as requested by the HR Officer. This would include; recording leavers on our HR system, distributing exit questionnaires and preparing letters for maternity/paternity leave.
In response to authorised requests you will issue letters confirming changes in role/contractual terms.
You will notify HSS of any new or existing employees being offered these benefits and record them on our HR system. You will be involved in checking and notifying our health plan company of starters and leavers each month and updating other benefit related information on the HR system.
Training needs are established through annual performance and development reviews. You will support our trainer/s in recording these on our HR system and helping the trainer/s in setting up courses, liaising with delegates, venues and collating feedback about the courses afterwards.
Maintenance of files
You will maintain electronic records for each employee, adding relevant documentation to keep up to date. You will observe principles of confidentiality and data protection and respond to any written requests for access to personal information.
You will produce weekly reports on starters and leavers and also output a full staff list. On a monthly basis you will run reports on absence and working hours. You will assist in compiling statistics for leadership reports, annual Havas Group reports, tax reports and other ad hoc requirements, as requested by the HR Officer.
Investors in People (IIP)
You will assist with maintaining our IIP status by providing information as necessary and working towards our goals and objectives.
You will produce standard references on behalf of the company for people who have left.
ISO 9001 and 27001
You will help the HR Officer to maintain our Quality and Information Security status by collecting and providing relevant information and compiling data for the management review.
You will get involved in any Company initiatives relating to HR activities by providing support to the HR Officer in ensuring the appropriate outputs are successfully delivered to the relevant timeframe.
You will assist in helping to ensure the London office runs smoothly. You will be involved in health and safety annual assessments and ensure that we are compliant. Your duties will include; working together with the building management team in advising the maintenance team of work to be undertaken, calling the relevant maintenance team when required, booking meetings, meeting rooms and catering where requested and any other ad hoc requirements.
Above all you will be someone who appreciates the need for confidentiality and discretion in handling personal information. You will have a regard for compliance and procedures and have an interest in contributing to the development and implementation of the company policies.
You will have a concern for quality and accuracy – able to produce error-free documentation.
This role focuses on organisation and planning. You will be responsible for managing and maintaining a large amount of confidential data. You need to have strong time management, forward scheduling and self discipline to ensure things happen at the right times.
You will have a concern for customer service when dealing with internal colleagues and external suppliers. Your excellent communication skills will enable you to build rapport and trusting relationships via the telephone and email.
You will be comfortable working within a culture built on respect for each other and respect for our clients. We value our people as much for who they are as well as what they can do. We’re authentic, honest and always strive to deliver excellence in everything we do. Our business is about working together, continually growing our knowledge and creating competitive advantage for our clients by delivering tomorrow’s thinking today. We’re courageous, always challenging and looking to improve the way we do things.
No specific qualifications are necessary but you will have an interest in HR and an active curiosity to keep up to date with the changes in practice and employment law.
You must have administrative experience with keen organisational skills and ability to work within given procedures.
Your ability to maintain confidential information is essential.
Computer aptitude and keyboard skills – all your work will be done within computer systems.
Good command of written and spoken English with accurate use of punctuation and grammar.
You will get a competitive salary together with other benefits such as ticket loans, cash back for medical treatment and pension.
You will also get the possibility to work in a fun, creative and fast paced environment - the HKX Village is home of 24 marketing agencies!