Human Resources Assistant

Phoebe Philo; Greater London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dedicated HR Assistant to support daily HR operations. This role involves managing onboarding processes, assisting with recruitment, and maintaining employee records across various regions. The ideal candidate will possess strong organizational skills and a proactive approach to HR tasks, ensuring compliance with policies and legal standards. With a focus on employee relations and lifecycle support, this position offers a unique opportunity to contribute to a dynamic HR team within the luxury fashion sector. If you're passionate about HR and eager to make a difference, this role could be the perfect fit for you.

Benefits

Private Medical Insurance

Pension Plan

Annual Salary Review

Bonus Distribution

Travel Allowance

Restaurant Tickets

Qualifications

• 1-2 years of HR experience, strong organisational skills, and excellent communication.
• Proficiency in Microsoft Office and HRIS systems is advantageous.

Responsibilities

• Manage onboarding and recruitment processes for new hires across multiple regions.
• Support payroll administration and ensure compliance with HR policies.

Skills

Organisational Skills

Communication Skills

Time Management

Attention to Detail

Proficiency in Microsoft Office

HRIS Systems Knowledge

Confidentiality Handling

Proactive Approach

Interest in Luxury Fashion

Education

Bachelor’s Degree in Human Resources

Bachelor’s Degree in Business

Tools

Microsoft Office Suite

HRIS Systems (HiBob, Payfit)

Job description

Purpose

The HR Assistant will assist with the administration of day-to-day operations of the HR function. This is a generalist role reporting to the Senior HR Manager and helps ensure the effective delivery of HR services in line with the Company’s policies, procedures, and legal requirements.

Responsibilities

Administration

• Manage the entire onboarding process for new starters and consulants in the UK, France, Italy, and USA from issuing employments contracts, starter documentation, conducting right-to-work and reference checks.
• Support visa applications and manage communications with immigration solicitors.
• Maintain up-to-date HR systems, organisation charts, and employee records.
• Update trackers and master file on regular basis and prepare ad-hoc reports as needed.
• Manage administrative updates in HR and payroll systems, ensuring accuracy; communicate administrative updates to our payroll partners in France, Italy, and the USA
• Provide necessary documents and references for current and former employees.
• Share HR invoices with Finance, ensuring payments are made on time
• Diary/calendar management for the CPO.
• Liaise with travel agency to book travel arrangements.

Recruitment

• Work with line managers to prepare tailored job descriptions for junior level roles, aligning them with company objectives and culture.
• Post roles on relevant platforms to attract qualified candidates, work with recruitment companies when necessary and manage the application process;.
• Conduct first round interviews independently and with line managers; provide feedback on candidates to line managers.
• Maintain positive university partnerships and relationships with recruitment agencies.

Payroll

• Document and accurately input payroll changes for the UK, France, Italy and USA, ensuring all changes are made before each region’s payroll cut-off date.
• Meticulously review payroll reports for the UK and France with the Senior HR Manager and CPO; submit payroll information for the UK, France, and Italy to Finance in advance of payment deadlines.
• Serve as a point of contact for employee payroll inquiries and provide clear, comprehensive guidance.
• Assist in tracking pension enrolment and refunds, additional payments including commission for retail teams and deductions, ensuring completeness and accuracy.

HR Policies, Processes, and Compliance

• Support the development of HR policies and procedures, ensuring they align with organisational goals and comply with legal standards.
• Provide guidance to employees on HR processes and ensure policies are readily accessible on the intranet.
• Monitor legislative changes and emerging trends in HR best practices, proactively updating policies and processes to address evolving compliance requirements and industry standards.
• Work with Office Manager to implement Health & Safety measures.

Employee Lifecycle Support and Relations

• Coordinate seamless onboarding processes for new hires, ensuring all new starter information is shared; facilitate orientation sessions.
• Conduct one-month check-ins with new starters.
• Manage the probation process, monitoring periods, gathering feedback, guiding managers through the review procedure, and preparing outcome letters.
• Manage sick leave processes, including recording and tracking absences, and conducting return-to-work procedures.
• Support HR team with performance review process.
• Facilitate offboarding processes; conduct exit interviews and track exit form data to enhance retention strategies.
• Serve as the main point of contact for employee inquiries providing guidance on HR policies and procedures.
• Manage the maternity process, providing support to employees and ensuring awareness of statutory rights.
• Support in addressing employee relations issues promptly and effectively, where necessary.

Compensation and Benefits

• Administer employee compensation and benefits packages, including private medical insurance and pension plan, liaising with providers for additions and removals.
• Administer benefits packages for France employees, ensuring travel proofs are received and restaurant tickets are updated on a monthly basis
• Support the annual salary review and bonus distribution process, preparing documents and updating HR systems.
• Address employee inquiries regarding compensation and benefits promptly and accurately.
• Stay updated on industry trends and legal requirements related to compensation and benefits to ensure the company remains competitive and compliant.

Qualifications, Skills, Experience Required

• Bachelor’s degree in Human Resources, Business or other related field.
• Minimum 1-2 years of experience in an HR role.
• Strong organisational and time management skills with the ability to prioritise tasks effectively.
• Excellent interpersonal and communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HRIS systems like HiBob and Payfit is advantageous.
• Attention to detail and a high level of accuracy in data entry and record-keeping.
• Ability to handle sensitive and confidential information with discretion.
• Pro-active approach with sense of initiative.
• Knowledge and interest in luxury fashion.