People Administrator; French or German Speaking Advantage

The Role

This role is integral to the success of our People department, working within our People Operations team. Working with a variety of systems, you will get involved in all things administration for our people, across numerous countries, making sure the Payroll teams have the information they need to pay our people accurately and on time.

You’ll understand the impact and importance of ensuring we think of our internal customers first and hold the correct data for our people at all times. Being the first line response to queries from our people, you will have the knowledge and enthusiasm to deal with anything that comes in, in a timely way. You’ll be part of a busy, supportive team that works hard but has fun along the way, with lots of opportunity to develop your potential.

We’re happy to talk flexible working and consider things like reduced/condensed hours and job shares to support you balancing work/home life. Talk to us about what you’re looking for and we’ll see what we can accommodate.

Due to the nature of the role and the support we provide from our head office to overseas teams, the ability to speak French or German would be advantageous.

People Lifecycle Administration

• Maintain our HR Information System (HRIS) and process all changes through the people lifecycle – starters, movers, changes and leavers, across different geographical locations. Issuing paperwork, updating systems and communicating to relevant parties within agreed time frames.
• Be conscious of all the payroll deadlines we are working to and ensure the payroll team/provider are clear about any payroll changes they need to process
• Manage Family Leave cases (maternity, paternity, adoption, shared parental leave) for the UK; ensuring our people are well informed from start to finish and Payroll have all the information they need to pay correctly
• Handle the administration of UK and US People benefits; logging and updating data with third party providers
• Respond to reference requests for previous employees and tenancy agreements
• Produce and share weekly reports to meet the needs of the business, including sharing probation end dates with managers and chasing right to work requirements.
• Understand legislation connected the admin you do and ensuring we’re compliant.

System and data management

• Maintain organisation structure charts in line with administration processing to ensure they always reflect accurate information and can be used throughout the business at any time.
• Support and administer our other People communication and resourcing systems ensuring people are set up correctly.
• Responsible for the maintenance of the electronic employee files in line with GDPR compliance, ensuring that documents are stored and named correctly and always accessible.
• Be a system expert in our HRIS and Self-Service system; ensuring absence records are managed correctly

First Response

• Provide great customer service to our people through answering the central People line, welcoming visitors and directing queries to the right place so they are resolved quickly.
• Be the first point of contact for International and UK Retail and Head Office teams; supporting them with initial ‘employee relations’ queries so they can resolve or elevate their issues.
• Ensure all queries sent to our People Operations inbox’s are answered or escalated within agreed time frames.
• Ensure our incoming post is actioned and/or redirected appropriately

Continuous improvement

• Maintain templates and ‘how to’ guides to ensure all our People processes are clear, efficient and up to date.
• Share ideas and make suggestions for improvements across all processes within the People Operations team
• Complete secondary audits of data within the HRIS system to support with data accuracy and internal/external audit requirements.
• Support the wider People team with general administration and various projects to meet the needs of the business

• Fluent in either French or German would be advantageous
• Happy to use and quickly learn Microsoft Office – Teams, Word, Excel, Outlook and Power Point
• Capable of managing a high volume of work at pace - keeping calm under pressure and errors to a minimum
• Able to…