HR Coordinator/adviser

2 weeks ago


Singapore Oxford Nanopore Technologies Full time

Job Summary


To provide excellent day-to-day administrative support to the whole APAC team acting as a HR point of contact from employees and external contacts.

Dealing with many differing requests and prioritizing workload in a timely, efficient and professional manner to meet the needs of this fast paced and ever-changing / growing work environment.

Ability to manage, question and improve processes to ensure accuracy and operational efficiency of the HR service to the business.


Key Responsibilities


Providing highly efficient and effective HR administrative support to a busy HR Team ensuring all tasks are delivered and followed up in a timely and accurate manner.


Duties include, but are not limited to:

HR Administration
'¢ Administer new starter / leaver processes including getting all documentation ready for induction processes and exit interviews and in some instances conducting these tasks where the HRBP is unavailable. Ensuring that all forms, policies and check-lists are completed, filed correctly and followed up in an accurate/timely manner.

'¢ To maintain and update electronic personnel records immediately and accurately on HRIS. This includes all employment-related information such as right to work documentation, copies of passport, offer letters and contracts of employment, Life Assurance documentation, contract change letters, salary review letters, contractor extensions, resignation acknowledgement, benefits and equality and diversity information as required.

'¢ Update organisation charts as required.

'¢ Raise purchase orders and ensure payment of invoices in a timely manner.

'¢ To provide relevant information to the Payroll Manager i.e. contract change forms, self cert/RTW forms, fit notes etc, accurately and on time

'¢ To provide all training administration including booking venues, liaising with course providers and attendees, training material preparation and maintaining training records, e.g. Coaching and Fundamentals of Leadership programmes.

'¢ Arrange/notify annual health appointments for employees in some regions ( eg. Japan). Ensure the HRBP is notified when the Annual Health report for employee is back and uploaded into Stingray.

'¢ To provide administration support for the engagement of work experience, student placements and internships

'¢ To prepare all letters or contracts for any changes to employee terms and conditions e.g. flexible working, promotions, spot awards, loyalty awards etc.

'¢ To handle maternity, paternity, adoption, shared parental leave and parental leave administration processes and ensure that associated payroll processes are completed

'¢ To support the development and implementation of the Oracle HRIS; entering data accurately and maintain these in a timely manner

'¢ To prepare, as required, management reports on employee-related data to assist with the management and development of employees

'¢ To raise issues of concern to the appropriate HRBP, HRD or Global HR VP as required.

Talent Acquisition
'¢ To produce and issue all offer letters and employee contracts via HRIS

'¢ To ensure pre-employment background checks are carried out prior to a new starter joining and escalate when required to the HRBP, HRDs or line manager where appropriate if not complete or if there is an issue

'¢ To get induction packs ready for induction of new starters for HRBP. In some instances, can deliver Induction if HRBP is unavailable.

'¢ To ensure all new starter/induction paperwork is completed and relevant information provided to payroll and benefits providers for processing and ensure that it is filed/scanned immediately and accurately

'¢ To support onboarding process for the new employee

Employee Relations

'¢ To respond to general queries from managers and/or employees, raising this to the relevant HRBP and/or HRD

Project work

'¢ To assist the HR team with the development and implementation of projects that will improve the value, accuracy and efficiency of the HR service given to the Company in line with the needs of our evolving business

Others

'¢ To maintain appropriate confidentiality of information relating to the Company and its employees and maintain compliance in accordance with the GDPR legislation. To adhere to Company policies and procedures including Health and Safety at all times

'¢ Any other duties as might be required within the remit and responsibilities of the post.

'¢ Support the HRD as required specifically with arranging meetings, travel, reports and KPIs.

What We're Looking For...
We'll expect you have a good general education. Extensive HR administration experience, well developed interpersonal and communication skills and an excellent customer service attitude is essential.

You work well under pressure and have a background of working in a challenging and busy environment as well as one that has grown rapidly.

You're someone with meticulous attention to detail who can prioritise

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