People & Office Manager

General:Provide full generalist People support for designated teams. Work as part of the People team to provide a seamless, positive and inclusive employee experience at every point in the employee lifecycle. Liaise with regional managers and teams to maintain strong connections and to ensure all duties for the local region and for the People team are clearly defined and well managed. Support the Head of People and line managers in implementing organisational changes and plans in order to achieve objectives and minimise risk. Undertake specific ad hoc project work as required by the Head of People and the Chief Legal and Compliance Officer. Provide cover for colleagues / team members in their absence. Any other duties reasonably required for the role.
Policy and Compliance:Advise on and assist in the application and interpretation of employment policies and procedures and relevant legal requirements to ensure good practice, legal compliance and fairness. Work with the Head of People to carry out a rolling review of global and regional employment policies and procedures to ensure all are up to date and in line with legal and good practice requirements. Work with the Head of People to deliver employment policy training for line managers to support and improve knowledge, compliance and good practice. Oversee statutory leave arrangements to ensure timely and appropriate communication with employees and fulfil legal obligations. As agreed with the Head of People, advise on and implement disciplinary and grievance policies and processes, carry out formal investigations and support formal hearings where necessary.
Resourcing:Work with the Head of People to assess current and future resource needs and create a robust regional plan. Manage the end to end recruitment process to achieve high candidate quality and maintain good practice. Co-create and quality-assure job design/job descriptions to ensure accountabilities and criteria are well-defined. Support selection processes, recommend and design assessment methods, attend interviews and advise and support hiring managers so that robust and accountable decisions are made. Create recruitment advertisements and candidate information to enhance our employer profile. Implement timely and professional candidate communications and provision of feedback to give a positive candidate experience and maintain the company's external reputation. Research, review and recommend external advertising and sourcing options to help reduce agency costs. Research and make recommendations on elevating our profile as an employer of choice online and in relevant professional sectors. Determine appropriate sourcing and advertising with the Head of People to promote vacancies as widely and positively as possible. Work with the Head of People to create a compelling employee value proposition in line with branding and Values. Promote the employee referral programme to support the attraction of suitable candidates. Manage the administration of all starters and leavers to ensure a professional service is maintained and compliance and payroll requirements are met. Oversee delivery of onboarding provision for new starters and monitor individual orientation and probation periods to ensure the needs of individuals and the organisation are met. Coordinate visa applications and sponsorship processes to ensure appropriate use and timely management. Review and refresh template documents and online materials so that they reflect our employer brand and culture. Carry out exit interviews to provide feedback for managers to act on.
Performance and Capability:Monitor quality of completed performance reviews and provide feedback to assist in achieving improvements. Provide advice and guidance to managers and employees on the use of performance management processes, documentation and supporting resources for promoting personal development opportunities. Support performance improvement processes to ensure processes are followed and opportunities for improvement are actively pursued. Work with the Head of People to deliver performance management training workshops for new employees and as a refresher for existing employees and managers. Oversee database of completed performance management documentation to enable quality audit and ensure accurate record-keeping. Support the Head of People with the creation of a company Learning and Development Plan in order to meet the needs of employees and the business. Work with the Head of People to develop, implement and deploy career progression frameworks. Work with line managers to identify and promote formal and informal development opportunities within the organisation.
Employee Engagement and Communication:Promote our desired business culture by acting as a role model for our Values and constructively challenging contradictory behaviour. Contribute regularly to internal communications in order to educate and inform employees. Oversee local team building and communications activities so that people in all offices can participate. Advise, coach and support managers to fulfil their employee engagement responsibilities effectively. Support managers to create and implement local action plans to address any areas identified as needing attention, including from our employee surveys.
Rewards, Benefits and Wellbeing:Work with the Head of People and line managers to manage annual and ad hoc pay review processes and salary benchmarking. Work with the Head of People to research, cost, present and implement recommended benefits for the regions. Provide monthly data reporting for payroll and administer benefits in consultation with Finance. Manage efficient administration of payroll, pension, and local benefits schemes. Promote benefits through workshops and internal communications to increase awareness and take-up. Promote benefits externally with clear branding to help attract candidates. Work with the Head of People to research, recommend and implement initiatives to promote health and wellbeing. Support and educate line managers to be the first port of call for employees on wellbeing matters and to manage absence and ill health effectively.
Operational:Draft contracts of employment and manage new starter administration and onboarding to ensure a smooth transition into the Company for all new employees. Undertake pre-employment checks on all new starters to ensure policy compliance and minimise risk. Undertake data audit and reporting (e.g. absence) to ensure employee data is accurate and up to date. Manage offboarding of employees to ensure contractual obligations are met. Prepare the monthly payroll and any changes including sales commission, benefit claims and incentives, and liaise with the local payroll provider to ensure payroll deadlines are met. Provide information for the employee database to ensure employee data is accurate and up to date. Produce meaningful monthly reports to the Head of People and Heads of Regions in relation to attrition, absence, recruitment spend, training activity, etc. Regularly report on and analyse employee absence and retention data to identify corrective or pre-emptive action. Monitor statutory and other absence arrangements to ensure compliance with legal and good practice requirements. Document and maintain core employment processes and associated template documents to ensure reliability, consistency and compliance with good practice (e.g. maternity leave, starter and leaver processes).
Office Management:Support the Country Head - Malaysia in liaising with building management and suppliers and arranging payments/rent where applicable. Set up and manage the office to create a positive and productive working environment for all colleagues. Organise team building and social events for the office. Manage the ordering and purchase of reasonably necessary office supplies, including computer equipment, kitchen and bathroom supplies and general stationery. Lead on Health and Safety for the office and undertake relevant H&S and first aid training when required. Ensure appropriate office security arrangements are in place. Maintain an office budget. Liaise with Country Heads and teams in China and Vietnam to help ensure good local practice in employee health, safety and wellbeing and support local engagement activities.
Other:Support the Head of People and line managers in implementing organisational changes and plans in order to achieve objectives and minimise risk. Undertake specific ad hoc project work as required by the Head of People or Chief Legal and Compliance Officer.
DESCRIPTIONThis is an exciting opportunity to join an innovative business with ambitious plans and be part of a global People team. Due to our successful growth, we require a new People Specialist & Office Manager to lead the delivery of excellent end to end people support. The role combines the operational responsibility of the People function in the region with office management responsibilities to ensure the office runs smoothly. You will personally partner with our teams in Malaysia, Vietnam and China working with managers and their teams on a wide range of people-centred activities to meet business needs and help create a positive and inclusive culture.
DELIVERABLES-
SKILLS AND BEHAVIOURS- Educated to degree level in a relevant discipline
- Professional qualification e.g. MIHRM desirable
- A professional and commercial approach to HR
- Keen to promote best practice
- High standard of written English including good grammar, composition and letter-writing skills
- Fluent in spoken English
- Strong communication and influencing skills
- Confident and credible in advising managers on people management and development matters
- Takes a balanced and considered view of options, verifies understanding and assesses risks appropriately before making recommendations
- Collaborative and supportive style and is able to build rapport quickly
- Enjoys interacting with the business and helping to build the right culture
- Good attention to detail, high standards of accuracy and quality of work
- Diplomatic, discreet and confidential
- Effective organisation, planning and prioritisation skills
- A team player who enjoys contributing to joint success and delivery
- A self-starter who works well without close supervision
- Flexible and 'can do' approach to achieving tasks of varying complexity and detail
- Rises constructively to challenges and maintains a positive and professional outlook
- Resourceful in using appropriate sources of professional advice and expertise
- IT literacy: Microsoft Word and Outlook Intermediate; Excel and PowerPoint Basic; use of simple databases
- Some flexibility in working hours is required from time to time given the international scope of the People team#J-18808-Ljbffr