People Coordinator

Role Overview

• Onboarding: Lead and manage the end-to-end onboarding experience for all new joiners, including pre-joining communications, first-day induction delivery, one-month check-ins, and coordination of quarterly all-agency induction sessions
• Probation Period Management: Partner with the People Advisor and line managers to support and track probation periods for new joiners, including setting reminders and ensuring timely reviews
• Internships & Work Experience: Take full ownership of internship and work experience programmes, managing the process from initial coordination through to completion
• Freelancer Management: Oversee the end-to-end freelancer process, collaborating with relevant teams to ensure IR35 compliance and timely processing and payment of invoices
• Maintain accurate and up-to-date employee records across systems (e.g. Maconomy and personnel files), ensuring data integrity and compliance
• Compensation & Contract Changes: Following approval of promotions and pay adjustments, prepare and issue change letters, contract amendments, or updated contracts, and notify Payroll accordingly
• Benefits Administration: Coordinate and manage employee benefits in a timely and accurate manner, including season ticket loans, private medical insurance, and Cycle to Work scheme applications
• Absence Tracking: Monitor and maintain accurate records of employee absences, including sick leave and family leave, ensuring appropriate documentation and reporting
• Leaver process: Manage the full offboarding process, including administration, payroll notifications, employee file updates, exit interview tracking, and handling reference requests from future employers
• Exit interviews: Hold Exit Interviews for all mid/junior staff and update quarterly reports accordingly, flagging any issues to Head of People Payroll
• Payroll Coordination: Support the end-to-end payroll process, ensuring all employee data (e.g. new starters, leavers, salary changes, bonuses, and deductions) is accurate and submitted to Next 15 Payroll within required deadlines
• Data Accuracy & Compliance: Maintain accurate payroll records and ensure all changes are processed in line with company policies and statutory requirements
• Payroll Queries: Act as a first point of contact for employee payroll queries, liaising with the Next 15 Payroll team to resolve issues in a timely and professional manner
• Reporting & Reconciliation: Assist with payroll reporting and reconciliation activities, ensuring any discrepancies are identified and resolved promptly
• Work with the People Advisor in scheduling learning sessions and managing logistics; including sending reminders, tracking attendance and liaising with external providers
• Support the HR team in championing a more diverse and inclusive workplace by promoting initiatives, ways of working and behaviours that drive positive change
• Contribute as part of the integration team to support and help lead employee wellbeing initiatives, fostering collaboration across practices
• Maintain and regularly update organisational charts to reflect current business structure on the intranet ‘The Fount’
• Ensure all data is up to date and accurate on Maconomy and ‘The Fount’
• HR process and policies: good understanding of the HR policies and processes and advise employees of the guidelines where appropriate
• Ownership and maintenance of the HR shared drive, ensuring Data Protection/GDPR obligations are met
• HR queries and query resolution: Effective management of all People Team email enquiries, with first line HR advice on policies, processes or escalate more complicated queries to either People Advisor or Head of People
• Maintenance of the HR tracker ensuring it’s reviewed weekly and up to date on all live processes
• Support the development and roll out of People projects across the agency to support the People agenda

Requirements

• Has experience and/or interest in working within a People department
• Has strong and demonstrable administration experience, including an excellent attention to detail
• Has excellent communication skills (verbal and written) with any level and at all times
• Is flexible and can adapt their personal communication style to a wide variety of stakeholders
• Has a desire for continual improvements and is adaptable to change
• Is able to work under pressure and with urgency when required
• Has a ‘can do’ attitude in a busy, fast paced environment, with a friendly and approachable manner
• Is willing to ‘roll their sleeves up’ and adds to the positive team spirit even when the task may fall outside of their job spec
• Is proactive and uses their initiative
• Is able to self-manage their time and tasks, but knows when to escalate when necessary
• Is comfortable dealing with extremely confidential information and exercising discretion at all times

Benefits

• 25 days holiday allowance (+ bank holidays)
• A day off to celebrate your Birthday
• ‘Time4U’ every month
• Office Christmas closure
• Matched pension contributions (up to 5%)
• Life Assurance
• Private Medical Insurance
• Employee Assistance Programme
• Season ticket loans
• Cycle to work scheme
• Gym & Shopping discounts
• Access to our Learning Academy to support your career and personal growth
• Hybrid (up to 2 days remote working per week)
• ‘Work from Anywhere’ one week per year