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HR & Resourcing Coordinator

UK&I Head Office

This vacancy has now expired.



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.




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






  • 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




  • 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




  • 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

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