Ingevity
People & Systems Coordinator
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Job Family: Human Resources
Overview
Bold. Energetic. Ingenious. Genuine. These qualities best describe employees who work for Ingevity. We believe it takes extraordinary people to create extraordinary results.
At Ingevity, we harness the bold spirit, innate curiosity and remarkable ingenuity of our people to develop innovations that purify, protect and enhance the world around us. Our products enable oil to flow better, crops to grow fuller, roads last longer, and ensure that the air we all breathe is cleaner.
Already a leader in markets in which we compete, we leverage our deep technical expertise and knowledge of our customers’ industries to turn complex challenges into powerful possibilities and value-added solutions. We prize creativity and imagination and we’re always looking for a better, smarter way of doing things.
We know it takes the right people with the right attitude to achieve the improbable. People who understand that there is no challenge too big and no contribution too small. People with the ability to solve and the commitment to stay the course. People who work together to create meaningful impact and exponential results, for our customers and the world around us. Our people are our most valued asset, and the foundation of our success. Interested? We thought you might be, and we’re so glad!
Job Description
Role: People & Systems Coordinator
Department: Human Resources
Reporting to: HR Director
Direct Reports: None
Working Pattern: Full-time, office based, Monday to Friday (37.5hrs per week)
Purpose of the role
We are looking for an organised, approachable and systems-minded People & Systems Coordinator.
This is a varied role in a busy and supportive HR team, with plenty of opportunities to get involved in different areas of the business. Priorities can change quickly, so you’ll need to be organised, adaptable and comfortable juggling several tasks, while still maintaining a high level of accuracy and service.
You’ll support the day-to-day running of our people processes, from onboarding and contracts through to payroll changes, benefits and employee records. You’ll also take a lead role in looking after our HR systems, particularly CIPHR, helping us get more from the system and making sure our data and processes are accurate and easy to use.
Alongside the HR side of the role, you’ll also work closely with our HR Manager and Marketing Director, to help coordinate company communications and support social media content. That could include drafting employee updates, preparing company announcements, helping with planning content and making sure communications go out clearly and on time.
We’re looking for someone who is comfortable with detail, enjoys working with systems, writes well and likes being part of a busy, supportive team.
This is a full-time, office-based role, Monday to Friday. Being on site is an important part of the position, as the role provides day-to-day support to employees and managers and plays a key part in keeping our people, processes and site administration running smoothly.
Role Responsibilities
HR Administration
- Provide accurate and timely HR administration across the full employee lifecycle ensuring records, documentation, systems and processes are kept up to date and actions are followed through to completion.
- Take ownership of the full onboarding process, ensuring that all preemployment checks, system set up, payroll information, access requirements and first week arrangements are completed accurately and on time.
- Manage employee changes throughout the employee lifecycle, including contractual changes, payroll updates, probation reviews and leaver administration.
- Prepare and coordinate monthly payroll changes, ensuring the information is accurate and submitted within agreed deadlines.
- Support the administration of employee benefits, including pensions, private medical insurance and occupational health requirements.
- Respond to general HR queries from employees and managers, escalating more complex matters where appropriate to the HR Manager.
- Help develop and improve HR Processes, making sure they are practical, consistent and easy to follow.
- Manage HR related invoices through SAP, ensuring purchase orders and invoices are processed accurately and paid within agreed timeframes.
- Coordinate occupational health, health surveillance and other site-specific employee requirements, ensuring appointments, records and follow-up actions are managed appropriately and confidentially.
- Build positive working relationships across the site and be a visible, approachable point of contact for employees and managers, including colleagues working in operational and manufacturing areas.
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Site Administration
- Provide ad hoc office and site administration support as required to ensure the smooth operation of the office environment.
- Arrange business travel, including flights, hotels, and other travel arrangements.
- Organise catering, and refreshments for meetings, visitors and company events.
People Systems
- Act as the main point of contact for CIPHR, supporting users resolving day-to-day issues and helping improve how the system is used and delivering training and guidance to managers and employees.
- Take ownership of the day-to-day administration of CIPHR, including system set up, employee data, workflows, reporting and the overall user experience.
- Troubleshoot system issues and liaise with CIPHR or other providers where additional support is needed.
- Support system updates, testing and the introduction of new functionality.
- Create simple guidance and training materials to help managers and employees use the CIPHR system confidently.
- Produce and maintain HR reports and people data across the business.
- Strong experience analysing and maintaining data, with excellent attention to detail. And a commitment to data accuracy.
Communications
- Act as the main point of contact for company communications, coordinating internal and external messaging across the business.
- Draft, coordinate and issue company press releases, working with senior leaders and relevant stakeholders to ensure messaging is accurate, timely and appropriate.
- Manage relationships with external media, PR contacts and other communication partners where required.
- Coordinate responses to media or external communication enquiries, ensuring appropriate internal approval before information is released.
- Support the development of company announcements, website content, social media posts and other external communications.
- Maintain a communications calendar to help play key announcements, campaigns, events or business updates.
- Ensure company communications are consistent in tone, branding and messaging across all channels.
- Work closely with senior leadership and marketing to identify opportunities to promote the company, its people, community activity and business achievements.
The duties outlined in this job description are intended to give an overview of the role and may change from time to time in line with business needs. The postholder may also be asked to support other reasonable activities across the HR team and wider site.
Experience & Skills
Essential
- Previous experience in a busy HR, People Operations or similar role, with responsibility for managing a varied workload and competing priorities.
- Hands-on experience using CIPHR or another HR system to maintain employee records, process changes, run reports and support users.
- Strong systems aptitude, with the confidence to trouble shoot issues, learn new functionality, and become the key point of contact for HR systems.
- Experience of managing HR administration across the employee lifecycle, including onboarding, contractual changes, payroll changes, reviews and leaver administration.
- Experience taking ownership of tasks from start to finish, with strong follow-through and attention to detail.
- Experience preparing accurate information for payroll and working to fixed monthly deadlines.
- Strong written communication skills, with experience drafting clear and professional employee or business communications.
- Confidence in dealing with employees, managers and external providers at different levels.
- Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
- Ability to work independently, use initiative and know when to escalate an issue.
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What we Expect
- Someone who is proactive and does not wait to be chased for tasks to be completed.
- Someone who takes ownership of their workload and follows actions through to completion.
- Someone who is comfortable working in a busy environment where priorities can change quickly.
- Someone who can stay organised and accurate even when managing several tasks at the same time.
- Someone who is confident using systems and willing to investigate and solve problems rather than immediately passing them on.
- Someone who communicates clearly, keeps others updated and asks questions when something is unclear.
- Someone who is comfortable with a role that combines HR, systems, communications and general site administration.
- Someone who is approachable and service-focused, while still being able to manage boundaries and priorities.
- Someone who looks for better ways of doing things and is willing to suggest improvements.
Desirable
- Previous experience working within a chemical manufacturing, manufacturing engineering, or other regulated industrial environment.
- An understanding of the importance of health and safety, compliance, confidentiality and following defined processes within a site-based environment.
- Previous hands-on experience using CIPHR, ideally including system administration, reporting, workflows, user support or training.
- Experience delivering training or guidance to managers and employees on HR systems.
- CIPD Level 3 or above, or equivalent HR experience.
- Experience using Workday or another HRIS.
- Experience producing HR metrics, dashboards and management information.
- Payroll administration experience.
- Experience working with marketing or supporting employer-brand activity.
- Experience drafting or improving HR processes and procedures.
- Previous experience providing general office or site administration including travel bookings, meeting coordination, catering or supplier liaison.
- Previous experience using SAP and Coupa for purchase orders, invoices, finance-related administration or similar business processes.
What We Offer
- Market-competitive salary, based on skills and experience.
- Opportunities for career development and progression.
- A collaborative working environment and supportive, inclusive culture.
- Core working hours are 8.30am to 4.30pm, Monday to Friday.
- 27 days’ annual leave, plus 8 bank holidays – with an additional day of annual leave for every five years of service, up to a maximum of 32 days.
- Company sick pay scheme.
- Annual bonus scheme, subject to business performance
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