Phoebe Philo
HR and Payroll Coordinator
London
Posted about 16 hours ago
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Purpose of the Role
The HR and Payroll Coordinator will assist with the administration of day-to-day operations of the HR function. This is a generalist role reporting to the Senior HR Manager/CPO and helps ensure the effective delivery of HR services in line with the Company’s policies, procedures, and legal requirements.
Responsibilities
Administration
- Manage the entire onboarding process for new starters and consultants in the UK, France, Italy, and USA from issuing employment contracts, starter documentation, conducting right-to-work and reference checks.
- Support visa applications and manage communications with immigration solicitors.
- Maintain up-to-date HR systems, organisation charts, and employee records.
- Update trackers and master file on a regular basis and prepare ad-hoc reports as needed.
- Manage administrative updates in HR and payroll systems, ensuring accuracy; communicate administrative updates to our payroll partners in France, Italy, and the USA.
- Provide necessary documents and references for current and former employees.
- Share HR invoices with Finance, ensuring payments are made on time.
- Diary/calendar management for the CPO.
- Liaise with the travel agency to book travel arrangements.
Recruitment
- Work with line managers to prepare tailored job descriptions for junior level roles, aligning them with company objectives and culture.
- Post roles on relevant platforms to attract qualified candidates, work with recruitment companies when necessary, and manage the application process.
- Conduct first-round interviews independently and with line managers; provide feedback on candidates to line managers.
- Maintain positive university partnerships and relationships with recruitment agencies.
Payroll
- Document and accurately input payroll changes for the UK, France, Italy, and USA, ensuring all changes are made before each region’s payroll cut-off date.
- Meticulously review payroll reports for the UK and France with the Senior HR Manager and CPO; submit payroll information for the UK, France, and Italy to Finance in advance of payment deadlines.
- Serve as a point of contact for employee payroll inquiries and provide clear, comprehensive guidance.
- Assist in tracking pension enrolment and refunds, additional payments including commission for retail teams and deductions, ensuring completeness and accuracy.
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HR Policies, Processes, and Compliance
- Support the development of HR policies and procedures, ensuring they align with organisational goals and comply with legal standards.
- Provide guidance to employees on HR processes and ensure policies are readily accessible on the intranet.
- Monitor legislative changes and emerging trends in HR best practices, proactively updating policies and processes to address evolving compliance requirements and industry standards.
- Work with the Office Manager to implement Health & Safety measures.
Employee Lifecycle Support and Relations
- Coordinate seamless onboarding processes for new hires, ensuring all new starter information is shared; facilitate orientation sessions.
- Conduct one-month check-ins with new starters.
- Manage the probation process, monitoring periods, gathering feedback, guiding managers through the review procedure, and preparing outcome letters.
- Manage sick leave processes, including recording and tracking absences, and conducting return-to-work procedures.
- Support the HR team with the performance review process.
- Facilitate offboarding processes; conduct exit interviews and track exit form data to enhance retention strategies.
- Serve as the main point of contact for employee inquiries, providing guidance on HR policies and procedures.
- Manage the maternity process, providing support to employees and ensuring awareness of statutory rights.
- Support in addressing employee relations issues promptly and effectively, where necessary.
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Compensation and Benefits
- Administer employee compensation and benefits packages, including private medical insurance and pension plan, liaising with providers for additions and removals.
- Administer benefits packages for France employees, ensuring travel proofs are received and restaurant tickets are updated on a monthly basis.
- Support the annual salary review and bonus distribution process, preparing documents and updating HR systems.
- Address employee inquiries regarding compensation and benefits promptly and accurately.
- Stay updated on industry trends and legal requirements related to compensation and benefits to ensure the company remains competitive and compliant.
Measures of Success
- Maintain accuracy and efficiency in employee record management and data entry.
- Ensure compliance with data protection regulations and legal requirements.
- Successfully fill junior roles within established timelines.
- Build proficient professional relationships across departments and communicate confidently with employees at all levels of the business.
Qualifications, Skills, Experience Required
- Bachelor’s degree in human resources, Business, or another related field.
- 2+ years of experience in an HR and payroll focused role, preferably in a luxury fashion company.
- Strong organisational and time management skills with the ability to prioritise tasks effectively.
- Excellent interpersonal and communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HRIS systems.
- Attention to detail and a high level of accuracy in data entry and record-keeping.
- Ability to handle sensitive and confidential information with discretion.
- Pro-active approach with a sense of initiative.
- Knowledge and interest in luxury fashion.
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Skills
Human Resources
Payroll
Onboarding
Recruitment
Data Entry
Compliance
Interpersonal Skills
Communication Skills
Organizational Skills
Time Management
Attention to Detail
HRIS Systems
Employee Relations
Compensation
Benefits Administration
Health & Safety
Location