General information

Agency: Mediabrands

Job Function: Human Resources

Location: London, United Kingdom

Job Ref#: 10818

Description & Requirements

Position Summary

We are looking for an HR Apprentice with superb administrative skills and a passion for HR to join our HR Operations team. 

The HR Operations team is made up of two HR Apprentices, HR Assistant, Reward Manager and HR Operations Director. The HR Operations team are responsible for all HR operations and are critical to the evolution of our HR model, as we look to streamline and automate the way we work. The focus of the team is to create a great people experience for employees as well as support the generalist team.

You will understand the importance of confidentiality and discretion, have a service minded approach and be happy working in a matrix structure as you will be providing administrative support for several different agencies with 6 HR Business Partners.

We work in an industry where things are continually changing and evolving so you will need to be flexible and adaptable. Working in a team where Business Partners, Learning and Development, Reward and Talent Acquisition all sit and work closely together, this is a great opportunity for someone looking to gain a broad understanding of how HR operates.

Including this role, the London HR team currently comprises of 33 people: the HR Director UK & Ireland, HR Operations Director, 2 HR Apprentices, 1 HR Assistant, 1 Jr HR Advisor, Reward Manager, 10 HR generalists, L&D Manager, L&D Advisor, and 14 Talent Acquisition Specialists. The London HR Team work alongside the EMEA HQ HR team and an HR Manager in our Dublin office.

Key Responsibilities

Starter & Leaver Administration

  • Facilitate creation of offers letters of employment and contract paperwork for HR Business Partners
  • Check employees’ right to work before first day and save relevant documentation
  • Administer employee references via HireRight, check and report irregularities, download and save report to relevant file
  • Draft and send probation confirmation emails/letters
  • Support Advisors and Business Partners with exit interview and process
  • Draft relevant letters confirming leaver details
  • Liaise with IT and Facilities to ensure starters and leavers equipment is issued and returned
  • Manage personnel files, taking note of retention periods 

Onboarding

  • Collate new starter onboarding forms verifying accurate completion
  • Maintain the HR Starters and Leavers spreadsheet, ensuring it is always up to date (starters, leavers, fixed term contractors, maternity/paternity, etc). Send weekly Starters and Leavers to relevant groups
  • Coordinate new starter inductions with Finance and Legal

HR Systems Administration & Reporting

  • Main contact for HRLink (self-service HRIS) queries
  • Support administration of performance management system, runs reports when needed
  • Compile Quarterly HR Analytics Dashboard for the team to provide recommendations on HR initiatives using these insights
  • Reporting from HRIS (HRLink) to collate and provide employee data for census and diversity surveys
  • Assist with the preparation of data for IPG and external HR Audits
  • Work with Senior HR Operations Manager to manage annual leave carry over process and correct details are added in HRLink

Immigration Administration

  • Keep accurate records on employees’ right to work for immigration purposes, including keeping the HR Immigration spreadsheet up to date
  • Assist HR Advisors with checking and monitoring visas during the annual immigration audit

Training Administration

  • Support the L&D Manager with ad-hoc UK training administration, which may include booking of courses, rooms and catering, and raising PO’s
  • Work with the L&D Manager to ensure our learning management system is updated with all training courses booked and attended
  • Provide administrative support to the HR Advisors and L&D Manager for the IPA CPD annual accreditation

Payroll & Benefits

  • Working knowledge of payroll process and responsibility for updating payroll in the absence of the Payroll and Reward Assistant
  • Working knowledge of our company benefits

General Administration

  • Manage the AskHR mailbox, responding to general HR queries within the designated timeframe, including reference requests (employment references, letting agent and bank references), letters for visa applications and business invitation letters for foreign travel
  • Update Employee Handbooks, including part time employee bank holiday entitlements and Christmas shutdown adjustments
  • Draft pay review and bonus letters for HR Business Partners
  • Ad-hoc team assistance for away days, team events etc

Desired Skills & Experience

You will be personable, well organised and looking to start your career within HR. You will have an excellent eye for detail and methodical approach to problem solving. You will understand how the work you produce adds value to the HR Department and the whole Company.

You will study towards your CIPD Level 3 while completing the HR Support Level 3 HR Apprenticeship.

Experience:
  • Office/admin experience (desirable) 
  • Good working knowledge of Microsoft Office, especially Excel
  • Some knowledge of Office 365 applications
  • Delivering against SLAs or KPIs
  • Working with databases and systems

Competencies:
  • Passionate about a career in HR and can articulate the role of HR and how it adds value to the business
  • Strong aptitude for IT systems
  • Confident interacting with people at all levels of seniority
  • Exceptional eye for detail, rigour and process
  • Good numeracy skills
  • High regard for confidentiality
  • Flexible, can adapt to manage new priorities as they arise and willing to roll sleeves up and get stuck in
  • Pro-active, a self-starter who works well on their own initiative
  • Solutions orientated with natural problem-solving skills
  • Highly organised, efficient, and able to multi-task and remain calm under pressure
  • Honest and open
  • Good relationship-building skills

About Us

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE: IPG). Mediabrands manages approximately $40 billion in marketing investment globally on behalf of its clients and provides strategic services and solutions across its award-winning, full-service agency networks UM and Initiative and through its innovative marketing specialist companies Reprise, Magna, Orion, Rapport, Healix, Mediabrands Content Studio and the IPG Media Lab. Mediabrands clients include many of the world’s most recognizable and iconic brands from a broad portfolio of industry sectors. The company employs more than 13,000 marketing experts in more than 130 countries representing the full diversity of humanity. For more information, please visit our website: www.ipgmediabrands.com.

At Mediabrands and Kinesso, we celebrate difference and believe this makes us stronger. Mediabrands and Kinesso are equal opportunity employers and committed to championing an inclusive culture that provides a sense of belonging for all our employees. We do not discriminate against any applicant based on age, disability, race, colour, ethnicity, national origin, gender, sexual orientation, gender identity, religion, belief, marital status or any other characteristic protected by law.

If you need any adjustments to ensure our recruitment process is fully accessible to you, then please contact us on recruitment.uk@mbww.com