Human Resources Assistant

Phoebe Philo

Purpose

The HR Assistant 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 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 consulants in the UK, France, Italy, and USA from issuing employments 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 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 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.

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 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 HR team with 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.

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.

Qualifications, Skills, Experience Required

• Bachelor’s degree in Human Resources, Business or other related field.
• Minimum 1-2 years of experience in an HR role.
• 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 like HiBob and Payfit is advantageous.
• 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 sense of initiative.
• Knowledge and interest in luxury fashion.