Job Description

HR Officer

We are World Animal Protection.
We end the needless suffering of animals.

We influence decision makers to put animals on the global agenda.

We help the world see how important animals are to all of us.

We inspire people to change animals’ lives for the better.

We move the world to protect animals.

World Animal Protection is a truly global organisation, working in over 50 countries across the world, with offices in every continent. Our vision is a world where animal welfare matters and animal cruelty has ended We protect animals because we believe a sustainable future for the planet can only be achieved if both animals and people are part of the solution.

Job Title:HR Officer
Reports to:HR Business Partner
Direct Reportees:No
Budget holder:No / Location:London
*Technical/Professional Accountability to:Global Head of HR
*Technical/Professional Reports:Country HR staff
Global/Local1: Global + Local

Main Purpose of the role

Working as part of the Global HR team to deliver a proactive and flexible HR service by providing relevant and appropriate HR, Recruitment and L&D support whilst driving best practice and ensuring compliance with all company procedures, documented policies and employment legislation.

Main Duties and Responsibilities

Recruitment Administration

  • Liaise and assist Line Managers with recruitment by following agreed approval process
  • Advertise vacancies, assist with interviews, issue contracts, ensure all pre-employment checks are completed, i.e. verification of right to work in UK and references.
  • Undertake new joiner induction meetings and ensure line managers follow the probationary policy and procedure.
  • Manage the recruitment e-mail inbox and respond to all applications and emails in a timely manner
  • Maintain a recruitment schedule and update as necessary.

Learning & Development Administration

  • Organise centralised global training programmes and ensure facilities are booked, delegates receive joining instructions and course materials are ready for the events
  • Record and monitor employee attendance on mandatory training
  • Maintain the training budget tracking and budget forecast spreadsheet and report exceptions to the L&D Manager
  • Maintain the course evaluation process and send out training feedback surveys to staff in a timely manner
  • Upload training materials to the shared learning site on SharePoint
  • Collate training needs from employee’s PDP’s from the annual appraisal process
  • Monitor completion of the Employee Engagement action log

General HR Administration

  • Supporting Line Managers in all matters relating to HR including terms and conditions, absence, and flexible working requests best practice, answering general HR queries and escalating where necessary.
  • Communicating maternity/paternity policy to relevant employees, assisting with any queries and ensuring all relevant paperwork is produced.
  • Offering advice, arranging and supporting disciplinary and grievance hearings within policy, producing own correspondence using standardised business formats.
  • Work with the HR team in the delivery of HR elements of organisational and cultural change activities such as restructures including assisting with preparing necessary documentation, keeping records and tracking actions.
  • Maintain the HR database including accurate input of records where necessary and dealing with database queries including maintaining accurate records of leavers, joiners, sickness absence and any other HR information.
  • Prepare and issue documents including contracts, offer letters, probationary letters and leavers letters within agreed timescales
  • Arrange and conduct exit interviews as and when required
  • Update and maintain relevant HR intranet pages and the Global e-learning website with accurate information
  • Compile Global HR Management information, such as Headcount and Turnover data, starters, leavers and sickness absence reports
  • Attend meetings when needed to record accurate actions
  • Code and process invoices and international bank transfers
  • Maintain and audit HR files and systems, ensuring all necessary documentation are correctly completed, supplied and stored
  • Carry out any Project work as required
  • Carry out any other duties that are commensurate with the role
  • Prepare accurate monthly payroll information for authorisation and within agreed timescales
  • Liaise with payroll provider to ensure all records and monthly changes are implemented as instructed and within agreed timescales
  • Upload monthly pension file to pension provider
  • Maintain and update accurate salary information for each employee
  • Submit changes for salary sacrifice benefit schemes
  • Collate and complete relevant tax forms and liaise with Inland Revenue where necessary
  • Facilitate Childcare Vouchers, Cycle to Work and Season Ticket Loans

Organisational responsibilities

  • Delivery of World Animal Protection’s Global Strategy across the core themes of Mission, Movement & Transformation in a global, matrix environment
  • Work cooperatively with external organisations, teams within World Animal Protection and in the wider animal welfare movement to pursue programme objectives and wider organisational goals, including those relating to brand, communications, fundraising and resource management.
  • Actively participate in building our brand and maintain the integrity of our brand to support our profile, lead generation, income and engagement.
  • Help secure resources (income) and reach (people and partnerships) by actively contributing to our supporter relationships, fundraising, communications, and donor reporting.
  • Actively participate and support the organisation to ensure that we manage our resources (financial, staff and IT) efficiently and effectively by improvement of systems, reporting and compliance.
  • Contribute to a learning culture and create a positive working environment for staff.
  • The role holder will from time to time be required to undertake any other duties that are within the scope of this role.
  • Take responsibility for their own health, safety and welfare, comply with H&S policy and procedures, and not act in any way that compromises the safety of themselves, colleagues or the public.
  • The post holder maybe required to travel internationally to provide support or participate in World Animal Protection’s activitiesas and when required.

PERSON SPECIFICATION

Skills & Experience

Essential

  • Experience of working in a generalist HR environment, to include administration and recruitment
  • Experience of working with an HR or any other comprehensive database
  • Organised and methodical approach to administration and record keeping
  • High level of accuracy and numeracy
  • Ability to organise own work effectively, to multi task and manage priorities.
  • Ability to maintain confidentiality
  • Excellent communication skills both written and verbal
  • Advanced knowledge of Microsoft Office, incl. Word, Excel and PowerPoint
  • Excellent IT skills
  • Committed to continuous professional development
  • Approachable and helpful attitude
  • Knowledge of up to date Employment Law

Desirable

  • Experience of or understanding of working in an international organisation
  • Experience of Frontier HR database
  • Experience of administering Payroll and Benefits

Updated: August 2017

*World Animal Protection operates in a matrix environment. This means we routinely work with colleagues from different locations, business units and cultures in cross-functional and virtual teams.

1A global role works across geographic boundaries with a remit to enable the delivery of strategic organisational activity across the world, providing direct input and support at a local level as required. A local role is primarily focussed on the delivery of strategic organisational activity within a country or location, providing information and input to global strategy and directions as required.