Job Description

MAIN PURPOSE

• Provide administrative support to our entire HR department
• Serve as a reliable source of information for employees, promptly answering questions regarding payroll and benefits
• Ensure that all employees feel safe and cared for at our company by addressing complaints promptly and professionally
• Recruit and hire strong candidates who will positively impact on our company, and coordinate the training they need to succeed in their roles
• Act as a liaison between the HR department and other employees
• Create policies and procedures that enhance our workplace environment

KEY RESPONSIBILITIES

Recruitment, selection and new starter processes

• Liaise with HRBP, Hiring manager and TA team the vacancy, appropriate advertisement channels and selection methods

• Attend interviews as appropriate

• Issue contracts of employment and complete other new starter documentation and processes including payroll and HR system

• Ensure hiring managers are provided with the appropriate induction and review documentation for all new staff during the probation period, and advise where necessary

• Keep up to date with changes to the immigration system

Advice and Guidance

• Answer queries and provide basic practical advice to managers and employees in relation to policies and procedures

• Assist managers in dealing with requests and issues relating to maternity, absence, flexible working applications, parental leave and annual leave

• Support employees by providing information and assistance throughout the employment lifecycle. Use own initiative and considered judgment to answer queries and make suggestions in line with the policies and legal framework

• Research and undertake specific projects and other ad-hoc tasks as directed by the HRBP director/manager, including policy reviews

• Support employee relations casework, including disciplinary, grievance and performance related matters

• Assist with first day Induction for new starters

Provide a high level of administrative duties

• Prepare employee related letters including leaver letters, reference requests, pay and pension updates • Produce appropriate contractual documentation and written correspondence in relation to internal transfers, terminations and variations of employment and escalating issues to the HRBP director/manager as appropriate

• Ensure hard copy filing, electronic filing and archiving is up to date

• Monitor end of probation and annual performance reviews

• Deal with arrangements in the event of births, operations, long term sickness

• Take all reasonable steps to ensure appropriate confidentiality

• Manage any HR related invoices on the system

HR Information Systems, payroll and benefits administration

• Enter all new starters on various systems as required

• Maintain HR records on HR information system, including changes

• Provide guidance on HRIS, payroll and benefits administration to the HR Apprentice as appropriate

Training

• Keep abreast of latest training opportunities available and ensure training matrix is up to date

• Assist HRBP director/manager in facilitating workshops where necessary

• Book and organise in-house and external training courses

• Ensure employee records are up to date and alert managers when statutory training is due

Internal/external Communications

• Work closely with HRBP director/manager to ensure all staff related matters and changes are accurately communicated in the most appropriate manner

REQUIRED COMPETENCIES

• Excellent communication skills, both written and verbal
• Fluency in English and Japanese
• Strong attention to detail
• Required: Word, Excel, PowerPoint, Preferred: SAP
• Proficiency in administrative duties such as communications, data entry and record keeping
• Enthusiasm for working within a team environment
• Tact and professionalism when it comes to handling confidential information and addressing employee concerns
• Proficiency with technology, and the ability to pick up new software easily
• Understanding of labor laws
• Entrepreneurial Spirit & Innovation
• Customer Focus
• Learning Culture & Self-management
• Passion for fashion

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