European HR Admin Assistant

  • Roland
  • Hybrid (Reading, UK)
  • Mar 27, 2024
Full time Admin Finance Human Resources

Job Description

Roland Europe Group Ltd
Roland is a world leader in the design, manufacture and distribution of electronic musical instruments including; keyboards & synthesisers, guitar products, electronic percussion kits, digital recording equipment, amplifiers and audio processing devices. You'll be part of a dynamic team, where we believe in kindness, support, acceptance, and hard work and try to provide room for personal development for everyone.

At Roland, you will find a friendly, down-to-earth atmosphere. You'll work for a company with global activities, but it doesn't feel corporate. We are always looking for colleagues who have an enthusiastic, positive and driven personality. People who are eager to further develop and challenge themselves. If you also have a passion for Roland, our products or music in general, you might just be our perfect match.

THE POSITION:

As part of the European HR Team, your role purpose is to assist and support the day-to-day smooth running of the department and the evolution of our HR services by supporting the development, and implementation of HR initiatives and systems. 

ROLE ACCOUNTABILITIES:

Your responsibilities will include but are not limited to:

Reporting

  • Produce monthly organisation charts, headcount sheets and organisation reports ensuring all changes are included. You will send a quarterly update to Roland Japan.
  • People Reports – monthly reports on starters, leavers, and vacancies.
  • Providing any ad-hoc reports upon request i.e., end-of-year reports for the finance team/monthly 121 reports.
  • Manage monthly payroll reports for all European countries and update the master spreadsheet.
  • Produce and manage the Fleet Info Sheet, updating details monthly and sending to the finance team.
  • Provide up-to-date staff lists for company meetings/events.
  • When producing these reports, you will look for areas for development and suggest ways to improve or be more efficient.

General Administration

  • Maintenance of our internal systems (Protime, IHCM, Actus, RTA, Private Healthcare Database, Fleet insurance database) ensuring all information is up to date and dealing with any queries from colleagues.
  • Manage and update staff folders, HR folders and documents in SharePoint.
  • Responsible for the Retreat, the HR section of our intranet. Coming up with new content/initiatives and updating the site where necessary. This includes wellness challenges/content, ensuring corporate documents and organisation charts are up to date, posting internal vacancies, creating staff emails etc. Encourage participation in wellness activities and ensure all staff are aware of wellness updates.
  • Manage company Doctor appointments. Including annual health checks, medicals, and blood tests.
  • Update approval flows where necessary and monitor the approval process, actioning changes where needed.
  • Collect receipts and complete the expense report each month in Concur on behalf of the HR team.
  • Staff Training – use Page Tiger system to create internal training courses for staff to be issued via the RTA. Arrange and coordinate external staff training, liaise with organisations, research effective courses, arrange bookings and travel, manage diaries and assist staff with any queries.
  • Staff Awards – keep track of long service anniversaries and employee of the month/year winners to process the necessary administration for their rewards. Assist staff with travel arrangements where required.
  • Fleet – process any parking/speeding fines and update company car insurance when necessary.
  • Assist the European HR Team with the administration, coordination, and development, of HR and company-related documents. Send updated documents to all staff when necessary, collating, filing, and auditing the process. Ensure a high level of sensitivity and confidentiality, when coordinating and processing documents, adhering to policies and compliance. Documents include but are not limited to; staff handbooks, contracts and offer letters, role profiles and job descriptions, GDPR, Employee relations casework etc.
  • First point of contact for any staff queries.

Processes

  • Payroll – Assist with monthly payroll processing. Responsible for making all necessary changes (salary increases, address changes, benefit changes, deductions etc) within the IHCM system, liaising with the European Internal Audit Manager, European HR Coordinator, and the payroll provider to ensure payroll is processed correctly.
  • Benefit Schemes – responsible for processing the relevant paperwork, approval, and administration in the relevant systems and updating staff on any changes. This includes Cycle to work, Private Healthcare, pensions etc.
  • Approvals – manage the approval flow system, creating new flows and updating where necessary. Upload documents for all European staff (salary and benefit changes, staff purchases, job title changes etc) monitor the process, produce the necessary documentation, and update the relevant systems/reports/colleagues.
  • Leavers – Action and coordinate the administration of leavers within the company. Ensuring all necessary paperwork is produced, equipment is returned, systems are updated etc.
  • Recruitment – assist the European HR Coordinator with all aspects of the recruitment process.
  • Onboarding – assist the European HR Coordinator with the new hire induction process.


EXPERIENCE, SKILLS & QUALIFICATIONS REQUIRED:

  • Strong level of written and oral communication skills.
  • Must be an efficient and organized worker, with excellent attention to detail.
  • Confident and positive personality, excellent at building relationships, with internal and external clients and colleagues.
  • Hardworking and driven, determined to drive and develop key change and promote company values.
  • Ability to prioritize multiple tasks, projects, and deadlines and work well under pressure.
  • Essential traits: Empathetic and trustworthy. Dealing with confidential information and documents daily.
  • Must be proficient in using current versions of all Microsoft packages, specifically Word and Excel, with the capability to manage and report on data efficiently.
  • Bachelor’s degree or higher in relevant subject / CIPD Qualification in HR (desirable but not required).
  • Experience in a similar administrative role.

 

THE PACKAGE:

  • Competitive benefits package

 

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Salary Range

Competitive, dependent on experience.