Role Overview
The HR & Office Coordinator plays an important role in supporting the Head of HR and wider global team, while ensuring the smooth day-to-day running of the office and facilities.
The role combines hands-on global HR processes, office and facilities coordination, health & safety, employee engagement and company culture, providing a reliable and proactive point of contact for employees and managers across the business.
The role will also provide additional HR support and continuity within the business, including providing appropriate guidance on routine HR matters where the individual has the relevant knowledge, training and experience, with more complex or sensitive matters escalated to the Head of HR.
This is a varied, hands-on role that requires someone who is organised, proactive and practical. The successful candidate will not simply coordinate tasks or pass issues on to others; they will take ownership, get involved and see things through to completion. They will be comfortable identifying what needs to be done, taking action and finding practical solutions, while knowing when to involve or escalate matters to the Head of HR or wider team.
The role will work closely with employees, managers and external suppliers and will provide important day-to-day support across HR and office operations.
This is an excellent opportunity for someone looking to develop their career in HR, with support towards relevant professional qualifications, while also gaining broader experience across office and facilities management within a global pet industry business.
Key Responsibilities
1. HR Coordination & Support
- Provide day-to-day global HR and operational support to the Head of HR, including providing HR support and continuity during periods when the Head of HR is unavailable.
- Manage the HR inbox and respond to routine employee and manager queries, providing appropriate HR guidance where they have the relevant knowledge, training and experience, and escalating more complex matters to the Head of HR where required.
- Support the practical application of HR policies and procedures, ensuring matters are handled appropriately and escalated where further HR input is required.
- Support the employee lifecycle, including recruitment, onboarding, changes and leavers.
- Maintain accurate and confidential employee records and HR systems.
- Prepare contracts, HR documentation and employee communications.
- Coordinate right-to-work checks, references, holidays, absence and attendance records.
- Support the coordination of appraisals, training and employee development activities.
- Maintain HR procedures, templates, job descriptions and employee documentation.
- Support recruitment activity, including vacancy advertising, candidate communication and interview coordination.
- Assist with HR reporting, audits, budget administration and HR projects.
- Support the Head of HR with the implementation of HR initiatives and projects.
- Take ownership of agreed HR tasks and projects, ensuring they are progressed and completed within agreed timescales.
2. Global People, Culture & Employee Engagement
- Support the delivery of global people and culture initiatives, helping to strengthen awareness and connection to the company's global culture, values and ways of working.
- Organise company events, including team events, celebrations, meetings and other employee activities.
- Coordinate charitable initiatives, volunteering and community activities where appropriate.
- Help create a positive, inclusive and engaging workplace environment.
3. Office Management & Facilities
- Take ownership of the smooth day-to-day running of the office and be a visible and proactive presence within the office, identifying and addressing practical issues as they arise and following them through to resolution.
- Maintain a professional, safe and effective working environment.
- Manage office supplies, mail, deliveries, workspace requirements and office procedures.
- Coordinate landlords, suppliers, contractors, cleaners and other service providers.
- Manage facilities issues and ensure problems are resolved or escalated promptly.
- Coordinate and organise office moves, workplace projects and facilities improvements.
- Maintain appropriate office records, procedures and documentation.
- Support and arrange wellbeing and mental health awareness activities.
- Manage business insurance administration, records and renewal dates.
4. Health & Safety
- Support the implementation and ongoing management of workplace Health & Safety requirements and assessments, along with taking a proactive approach to identifying potential workplace risks and areas for improvement.
- Maintain relevant H&S records, audits and documentation and follow up actions.
5. Other Department Cover
- Provide support to another team as needed, assisting with administrative tasks, coordination, or other operational duties.
Skills & Experience
- Previous experience in an HR role is essential, having worked in a HR department, with a good understanding of HR and employee processes.
- Experience providing general HR guidance and support to employees and managers on routine HR matters.
- Good understanding of when HR matters should be escalated and the ability to handle confidential and sensitive matters appropriately.
- Experience using HR systems; PeopleHR experience would be advantageous.
- Experience in office administration, facilities or workplace coordination would be advantageous.
- Excellent organisational, prioritisation and attention-to-detail skills.
- Strong written and verbal communication and interpersonal skills.
- Confident dealing with employees, managers, suppliers and external service providers.
- Able to handle confidential and sensitive information with discretion.
- Proactive, practical and solutions-focused, with the ability to work independently.
- Comfortable managing multiple priorities and taking ownership of tasks.
- Good working knowledge of Microsoft Office and relevant business systems.
- A relevant HR qualification or working towards one, such as CIPD, would be advantageous.
Pay: Up to £30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
