HR & Resourcing Coordinator

ACT 1 – THE ROLE

To be responsible for defined HR & Resourcing administration activity and to provide administration support to the HR team, ensuring that appropriate HR tasks are completed in line with company procedures and in a timely and accurate manner.

KEY ACCOUNTABILTIES

Resourcing Support

• Support the Resourcing Team in the coordination and booking of interviews for Chiswick Park and Cinema Management
• Complete the weekly Vacancy Bulletin for the Big Picture
• Add all Team Leader Vacancies to the ATS at the request of sites, ensuring the role has Area Manager approval
• Update the Recruitment Website, ATS and advert templates with up to date brand information (number of sites, screens etc.)
• Respond to ATS password re-set requests from sites
• Conduct ATS audits for CA and TL roles, ensure vacancies are accurately posted and up to date, highlighting trends and escalating issues to the Resourcing Business Partner
• Send out the quarterly ATS audit report to Area Manager
• Upload interview documents to the ATS
• Send out interview documents to sites when requested
• Other ad-hoc support as required

New Starter Process

• Raise offer letters, contracts and packs for new starters in an accurate and timely manner
• Process all new starter forms and send to CAPITA
• Set up, employee personal files; ensuring all the relevant documents are saved down
• In the absence of the HR and Benefits Coordinator, take a copy of all Right to work documents for Chiswick Park Employees on their first day, flagging any issues to the Resourcing Manager or HR and Benefits Manager
• Ensure 'Right to Work' for salaried Cinema Managers and GM's has been sent to HR by the cinema site employees first day
• Process Reference Requests for Head Office Employees Level 1, 2, 3 and 4 raising concerns with the Resourcing or HR and Benefits Manager
• Process Reference Requests for Cinema Managers and GM's raising any concerns with the HRBP for Cinemas
• In the absence of the HR Admin & Benefits Coordinator complete Chiswick Park Inductions for Levels 1, 2, 3 and 4

Change of Details

• Raise Change letters (promotion, job title, salary, change to T's and C's etc)
• Process all site management COD forms and send to CAPITA

Track Headcount and Manage FTC and Interim Employment Dates

• Raise contract extension letters as requested by the Resourcing Business Partner
• Send weekly interim FTC tracker to Resourcing Manager and HR and Benefits Manager

Budget Invoicing and PO's

• Process all invoices for Resourcing, raising required PO’s and gaining approval from the relevant budget holder
• Raise areas of concern to the relevant budget holder
• Main point of contact for supplier invoice queries and set up of new suppliers

General Administration and Team Support

• Ensure that all general administration support is provided for the Director of HR
• Consistently deliver an accurate and timely response to day-to-day queries, including escalation to HR colleagues (e.g. pay, absence, training, recruitment, benefits)
• Organise HR shared drives proactively keeping all operational documents up to date (e.g. supplier details)
• Organise and coordinate HR team meetings and events

ACT 2 – WHAT SKILLS AND EXPERIENCE YOU’LL NEED

KNOWLEDGE & EXPERIENCE

• Previous experience in a busy diverse Admin support role
• Has controlled and tracked Admin activity to ensure compliance
• Proven ability to manage a high volume of workload with changing and often reactive deadlines
• Proven experience in gathering data from a variety of sources to create management reports and models using Excel
• Provide support to line managers across the business, face to face or over the phone
• Process and monitor budget expenditure, invoices and Purchase Orders
• Liaise with external 3rd party providers to resolve issues
• Juggle and prioritise general office administration duties
• Understands the need and importance of being discreet, respecting confidentiality and how to behave professionally as a member of the HR team

Skills

• Strong written and verbal communication skills, with ability to effectively communicate at all levels
• Organisational skills with the ability to effectively prioritise and structure work to meet deadlines
• IT literacy
• Excel; able to collate and present data using Excel
• PowerPoint; able to create presentations
• Word; high level of ability

THE FINALE – WHY YOU’LL WANT IT

• A competitive salary
• Annual company Bonus Scheme
• 23 Days’ Holiday (plus bank holidays), increasing by one day with every year of service up to a maximum of 25
• Employer Contributory Pension Plan, Private Healthcare, Life Assurance
• Unlimited free cinema tickets for yourself and up to 4 guests plus 40% off concessions