Hr Coordinator

COMPANY ENVIRONMENT Adaptiv is the leader in middleware integration consulting and development, and data and analytics services.
We have a wealth of development and integration experience moving clients from around the world onto cloud platforms.
Integration: We deliver clear and measurable value to our client's bottom lines with over a decade of experience delivering small and large-scale integration for the enterprise market.
Data and analytics (DnA): Our DnA practice helps clients leverage their real-time or historical data, regardless of location or format to gain a formidable strategic advantage.
Adaptiv employs the best of the best in the industry, providing complex solutions for some impressive clients.
Our strong learning culture supports our team to gain and maintain skills to become integration and data experts, and with an excellent company culture and no office politics we know when to switch off and have fun!
POSITION SUMMARY The Human Resources (HR) Coordinator works alongside the HR team to champion the company culture and sustain the effectiveness and efficiency of all HR functions across all companies and locations.
This is achieved through providing superior delivery and timely HR service and administration that supports all staff and the achievement of the company's business objectives.
The HR Coordinator identifies and makes continuous improvement in the delivery of day-to-day HR services.
This includes supporting the HR department in staff administration and championing the desired fun company culture through the successful development and implementation of HR initiatives and projects.
The successful individual will have high attention to detail and accuracy, work effectively to build and maintain strong relationships across all levels of the business and all locations, providing an excellent people service, and demonstrating the ability to remain resilient, optimistic, and positive when faced with pressure and change as well as to be supportive of any change.
SIGNIFICANT WORKING RELATIONSHIPS Internal: All staff and managers across the companies – Adaptiv, C3 Post Trade, and ICM.Finance Team.Infrastructure Team.Project Management Office.External: BambooHRRecruitment and Consulting service providersJob candidatesHealth and Safety service providers and equipment suppliersNZ Immigration and Ministry of JusticeOffice suppliers and contractorsAny other providers for HR projects and activitiesPOSITION RESPONSIBILITIES Administrative Coordination and Support: Create and maintain personnel files, ensuring relevant employee information is obtained and accurate, and access is granted only to appropriate staff.Perform HR administrative tasks as required, including routine tasks, emails, filing, and correspondence.Manage and oversee all leave processes, administration, and coordination.Accurately log absence in the HRIS system with adjustments made as required.Maintain organisational charts to ensure they remain up to date.Provide office support as/when needed in the absence of the Office Manager.Recruitment and Onboarding: Undertakes the following recruitment activities: creation of position descriptions, advertising, candidate screening, organising interviews, coordinating testing, organising candidate documentation for managers, reference checking, coordinating the offer process.Creates and maintains accurate filing procedures for recruitment and onboarding processes.Manages the candidate's recruitment experience through timely communication and updates.Prepares offers of employment and manages the onboarding process to facilitate preparation of all new starter documentation and system set-up.Undertake all HR-related onboarding activities and follow up with individuals regarding any outstanding onboarding tasks.Provide a first point of contact for new starters to answer initial questions, ensuring effective employee care and a great start into the organisation.Engage the services of recruitment agencies and manage delivery on nominated jobs.Employee Offboarding Process: Coordinate and manage the offboarding/exit process.Through exit interviews collate reasons for leaving in readiness for reporting.Prepare turnover analysis reports and develop strategies to address turnover issues and improve retention as requested.Human Resources Information System (HRIS) Administration: Administrate staff and candidate HRIS and Sharepoint profiles (setting up new profiles, closing profiles, and filing documents with accuracy).Managing all aspects of the HRIS and Sharepoint including security and making updates as necessary to reflect changes to employee information in an accurate and timely manner.Oversee day-to-day implementation and management of the HRIS, to ensure that they are efficient, useful, and user-friendly for managers and staff.Ensure the HRIS is maintained through logging bugs and work requests to implement changes.Audit all parts of the HR systems regularly to ensure that information is up-to-date and accurate.Communication and Reporting: Manage the HR email inboxes and respond and escalate where required in a timely manner.Communicates openly with the HR team to share experiences and improve knowledge of all team members.Provide timely, accurate advice and assistance to employees regarding HR queries and processes.Assist the HR team to communicate updates and new information to the business.Work with managers and employees to promote and facilitate understanding of and adherence to workplace practices and policies in a productive and positive manner.Generate ad-hoc reports as requested, providing relevant information to business stakeholders to align HR metrics (e.g.
absence reporting) to wider business issues and information needs.Culture and Engagement: Oversees the administration of culture and engagement initiatives.Conduct oneself as a role model of the culture, policies, and expectations within the Company.Be an enthusiastic advocate for, participant in, and assist with the creation and event management/execution of all culture and engagement activities throughout the business including social events, team building, and corporate social responsibility activities.Contributes to facilitating an engaging culture for all staff through proactively providing suggestions for improving the work environment and driving social interaction across the company.Partner with Marketing to create and maintain appropriate internal and external social media activity to promote culture and engagement.Keep a pulse on team culture through quarterly staff 1-1s, directing relevant feedback to the HR team.Support the HR team in achieving the ongoing desired Company culture through the implementation, assessment, and review of culture/pulse surveys.Performance Review Process: Support the HR team to coordinate and drive the timetable and administration for the annual performance review process, and to ensure compliance from managers and employees.Support the HR team to coordinate performance management processes including communications, documentation, and training materials.Monitor new starters' progress, liaising with managers to ensure check-ins occur and notes are recorded.Learning and Development: Maintains the administration of any learning and development systems and processes (e.g.
Competency frameworks, Performance reviews, Mentoring, etc).Keeps an accurate record of any completed training and certifications by the team.Support managers and employees regarding employee development plans/training plans as required.Support the HR team in establishing and maintaining a high-performance culture through all administration and coordination activities that create and maintain a learning culture.Administers and analyses training evaluations.Policy and Procedures: Maintenance of HR related wiki pages, keeping pages up to date with current information.Ensure excellent familiarity with all policies and procedures, interpreting them in response to questions from employees and managers or directing queries to the appropriate HR team member as necessary.Proposes improvements to policies and procedures to ensure they are correct, current, easy to follow, and supportive of the business objectives.Supports the HR team to establish and manage HR policies and procedures.Work with managers and employees to facilitate understanding of and adherence to workplace practices and policies.Process Improvement and Change: Identifies and proposes opportunities for continuous improvement to HR systems and processes.Contributes to the realisation of the department's goals by facilitating supportive, timely, and value-added solutions for the business.Project Work: Contributes to HR projects including project initiation/conception, planning and research, execution, monitoring and quality control, and post-project analysis.Work Planning and Management: Manage daily tasks and projects to ensure work is completed consistent with agreed priorities and deadlines.Participate in planning meetings as required.Attend meetings with team and stakeholders to give timely updates on work progress.Occupational Health and Safety: Manage and maintain Health and Safety processes and policies.Proactively identifies H&S improvement initiatives to ensure a safe workplace.Proactively identify, plan, coordinate, and sometimes facilitate activities in the Company's 'Thrive' calendar of wellbeing activities.Ensure the H&S policy (and related policies) are being adhered to throughout the organisation and acts as a role model in demonstrating best practice.Ensure accidents, hazards, near misses, and incidents are reported, recorded, and investigated.Responsible for taking reasonable care to ensure own safety and health at work, and to avoid adversely affecting the safety or health of any other person at work.Is the designated first aider and fire warden.
Provides fire warden training and notifications to the company as needed.Responsibilities on Demand: Due to the fluid and dynamic environment within the group, new, additional, or amended position responsibilities may be required at any time.Successful demonstration of change orientation is an ongoing responsibility of all positions.KEY RESULT AREAS: Provides accurate, timely, and professional HR service delivery to the Adaptiv, C3 Post Trade, and ICM team.All documentation is prepared and managed with high accuracy and in a timely fashion.Meets all project deadlines and directs any concerns to the HR Director.Communication is undertaken with utmost professionalism at all times.Proactive and a self-starter.Ensure all actions directly support the company objectives, values, policies, and processes.PERSON SPECIFICATION: Qualifications and Certifications: A relevant tertiary qualification or certification (e.g., Degree, Diploma, or Certificate in HR, Psychology, Management, Business Studies, Organisational Studies, Employment Relations).Experience and Skills: Required: Experience in customer/client service or facing roles.Administration experience.Strong knowledge in MS Office suite: Word, Excel, PowerPoint, Outlook, Teams.Accurate data entry and attention to detail.Aptitude for dealing with people.Planning and organising and managing competing priorities.Desirable: 1+ year experience as an HR Administrator or HR Coordinator.Event management/coordination/organisation.HRIS experience.End-to-end recruitment.Policy and process development and improvement.Dealing with sensitive issues, using discretion and utmost confidentiality.HR practices and regulations experience.Workplace Health & Safety experience.Personal Competencies and Attributes: Self-motivated and highly proactive – committed to putting all into the job every day and making things happen with a fast pace.Quality focus – strong attention to detail.An optimistic and positive attitude.High resilience – handles stress well, overcomes obstacles and demonstrates a tolerant attitude.Teamwork – reliable, cooperative, and collaborative.A great planner, organiser, influencer, and controller.Excellent written and verbal communication.A great listener with strong interpersonal skills.
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