Savills Hiring for HR Operations Assistant – Manchester at Manchester Full Time

This role is being advertised by Savills Management Resources (SMR) a wholly owned entity of Savills (UK) Limited but a separate employing entity which is not accredited by Real Living Wage

Purpose of the Role

The role of the HR Operations Assistant is to provide high level administrative support to the HR Advisory Team and ensuring that employees adhere to the Company’s policies and procedures and compliant with employment law.

Key Responsibilities

General Duties

• Advise line managers, surveyors and employees on queries regarding HR policies and procedures via telephone call, email or face to face. Raising all complex issues with the HR Operations Manager and /or HR Advisors.
• Keep up to date of changes in relevant employment law legislation and ensure that the Company complies.
• Attend scheduled meetings within the department to ensure that all members are aware of all key issues.
• Ensure employee confidentiality is maintained and data protection legislation is adhered to at all times.
• Responding to all queries received in the various HR inboxes ensuring they have been responded to in a timely manner.
• Attend in the capacity of note taker to any disciplinary or grievance meetings as agreed by the HR Operations Manager.
• Provide cover for the other HR Operations Assistants during any holiday or absence periods.
• Take ownership of adding and removing of starters and leaver of various systems.
• Working alongside the Payroll team to ensure that any changes to pension eligibility criteria are updated and reflected accurately onto cascade.
• Conduct regular audits on employee right to work documentation to ensure they are compliant and verified in line with the Home Office requirements.
• Support with the training of right work checks to all line managers and surveyors.

Recruitment & Selection

• Identify any vacancies as part of the leavers process and provide line managers with general advice on following a fair and consistent recruitment process.
• Ensure the Company’s recruitment policy and procedure has been adhered to at all times. This will involve:
• Ensuring all permanent vacancies are advertised on the weekly job bulletin and all required documents have been completed by the recruiting manager.
• Acknowledging and recording all applications received on the recruitment vacancy log.
• Support the recruiting manager with arranging interviews and ensuring that feedback is provided following the interview process.
• Provide support to line managers with the selection process ensuring the required documents and forms are completed consistently and provided in line with both the HR and vetting processes.
• Ensure that the recruiting / line manager has submitted the new starters right to work documentation in compliance with the UK legislation and prior to the start date.
• Responsibility for the distribution of the weekly job vacancy bulletin.
• Ensure adverts placed are descriptive, consistent and promote SMR values, whilst being legislatively compliant.

New Starters / TUPEs

• Process all new starter / TUPE paperwork in a timely manner which will include:
• Issuing initial paperwork to transferring staff.
• Review the new hires form / ELI to ensure that all required information is completed to process the new employees.
• Enter the new employee onto cascade HR system to ensure they are set up accurately for payroll and required information is entered in correctly for finance.
• Draft contracts of employment in line with the Company’s standards.
• Issue offer of employment with required welcome document enclosures.
• Ensure all new starter documentation is returned and filed in the correct employee file. This will involve:
• Weekly review and chasing of outstanding employee documents and ensuring that this is followed up with the line manager as part of the 1 month probation review meeting.
• Request, chase and respond to employee references, ensuring that at least 1 employer reference and 1 character reference is obtained for each New Starter.
• Ensure benefit entitlements and changes affecting employee benefits are communicated to all relevant parties within the HR / Payroll team and to appropriate 3rd parties, where applicable.
• Some travel may be required to attend transfers of high numbers of employees to assist the HR advisory team collate new starter paperwork.
• Check due diligence information complied by the other HR Assistants as part of the TUPE process.

Probation

• Ensure probation paperwork is completed and filed in the employee file, in line with required probation period timescales. This will involve:
• Issuing probation paperwork to Line Manager’s.
• Ensure Line Managers are aware of the necessary deadlines and timescales that should be adhered at the required intervals.
• Confirm outcome of probation meeting reviews in writing to the employee.

Changes to Employment

• Process all changes to employment and personal details in a timely fashion which may include:
• Following the Company’s remuneration procedure.
• Updating the cascade HR system with the required changes.
• Issuing a change of contract terms and conditions letter in line with the Company’s standards
• Ensuring the appropriate system access / company property is provided in line any changes.

Company Property / System Access

• Control the set up and removal of the IT functions. This will include:
• Advising line managers of appropriate system access / company property required
• Ordering all required property / system access and ensuring that it is recorded on cascade accordingly.
• Informing line managers of any equipment due to be returned when processing a leaver.
• Requesting leavers access to be removed and all systems including but not limited to click travel, cascade and citrix.

Annual PDR Reviews

• Support the HR Operations Manager to chase outstanding PDRs, ensuring they are uploaded to cascade in line with the annual PDR deadline.
• With support from the HR Operations Manager & HR Advisory Team review all completed PDRs.

Cascade

• Regularly review the data on cascade and ensure that it is correct and up to date at all times
• Deal with general cascade queries including holiday/ absence from staff working in close liaison with the HR and Payroll teams.
• Ensure that relevant cascade workflows have been processed accordingly.

HR Processes

• Ensure that all HR processes are adhered to in line with Company standards at all times ensuring the required letters are issued and systems updated. The processes that the HR Assistants will be responsible for will include but not limited to:
• Short Term Sickness and Absence
• Support the HR Advisors with Long Term Absence and chasing of outstanding fit notes
• Maternity, Paternity and Shared Parental Leave
• Flexible Working
• AWOL
• Ensure benefit entitlements and changes affecting employee benefits are communicated to all relevant parties within the HR / Payroll team and to appropriate 3rd parties, where applicable, including notifying of any entitlements to be terminated for leavers.

Click Travel

• Review and approve travel and accommodation requests in line with the Companies expenses policy.

Leavers

• Through liaison with the HR team, ensure that leavers are processed in an efficient and timely manner which will involve:
• Liaising with the payroll team to establish any overpayments to be deducted and communicated to the leaver
• Notify the relevant parties of a leaver to ensure that all company property is returned and any system access is deactivated.
• Communicating all leavers information to the employees and issuing the appropriate leavers questionnaire.
• Liaising with the Regional HR Advisor when questionnaires have been returned.

Annual Salary Review Letters

• Complete and issue all salary review and total reward statements.

Security Administration Duties

• Process all SIA License Renewals for your region within the required timescales and company standards ensuring that cascade is up to date and any deductions are communicated to finance.
• Ensure that all Security employees are adequately vetted in line with the Savills Procurement Policy.

Skills, Knowledge and Experience

Education

Essential

• Good standard of education including 5 GCSE grade A-C or equivalent including English and Mathematics.

Desirable

• Working towards or have completed a level 3 qualification CIPD in Human Resource Management.

Skills, Knowledge & Experience

Essential

• Good attention to detail and able to input high volume of data.
• Able to prioritise and plan workload.
• Prior experience of working in an HR Admin Department.
• Able to respond effectively to changing priorities.
• Understanding of employment law.
• Ability to use Outlook, Word, Excel at an intermediate level.
• Experience or equivalent of working in a busy office environment.
• Ability to work independently as well as part of a team.

Desirable

• Experience of working within a property management environment.
• Prior knowledge of cascade HR system including system administration.

Personal Attributes

Essential

• Willingness to learn and accept responsibility.
• Proactive and can do approach towards work tasks.
• Ability to form successful relationships.
• Excellent written and verbal communication skills.
• Ability to work flexibly and take initiative to achieve objectives.
• Able and willing to work flexible hours and travel when required.

Working Hours

37.5 hours per week, 9am to 5.30pm, Monday to Friday

Savills Benefits

To find out more about Savills benefits please click here

Use of Personal Data

Savills will use your personal data to evaluate and respond to your application. This may result in us processing personal data which is classified as “special” under data protection legislation. Where this is the case, our basis for processing special category personal data is that it is in the public interest for us to ensure meaningful equal opportunity and diversity monitoring and reporting.

At Savills, our best asset is our people. We support, develop and challenge all of our people to become the best that they can be, by being themselves and adding their own unique DNA to our exceptional culture. We believe that whoever you are, wherever you come from, you can prosper and fulfil your potential at Savills.

Savills is committed to eliminating discrimination and encouraging diversity amongst our workforce.

Please read more about our approach to Diversity & Inclusion here