EMEA HR Administrator

Warsaw, Poland

Established in 2004, OLIVER is the world’s first and only specialist in designing, building, and running bespoke in-house agencies and marketing ecosystems for brands. We partner with over 300 clients in 40+ countries and counting. Our unique model drives creativity and efficiency, allowing us to deliver tailored solutions that resonate deeply with audiences. 

As a part of The Brandtech Group, we're at the forefront of leveraging cutting-edge AI technology to revolutionise how we create and deliver work. Our AI solutions enhance efficiency, spark creativity, and drive insightful decision-making, empowering our teams to produce innovative and impactful results. 

Role: EMEA HR Administrator 

Location: Warsaw, Poland

 

About the role:

Working in partnership with our client, the People Administrator will provide comprehensive HR support for EMEA (and other markets as per request) to the People team and contribute to providing delivery of high-quality service to employees. They are also responsible for supporting the People Operations Partner and People Partners with the day to day running of the team and all functions and, will have the opportunity to lead on certain projects with the support of the People Operations Partner. The People Administrator is a specialist in our EMEA processes and will ensure processes are aligned globally, and is able to provide training and support in all areas for everyone in the team. This role would suit someone who has experience and solid foundation knowledge in HR and process, who likes to work on administrative tasks and structured documentation and would like to be a part of a growing and dynamic team and part of an international group.

What you will be doing:

  • Production of employee documentation including offer letters, contracts, variations to contracts, and other related documentation which includes, but is not limited to, reference probationary reviews, absence management, the disciplinary process; handling grievances, performance management, the redundancy process and TUPE. Also responsible for reviewing documents produced by other members of the team to ensure attention to detail.
  • Maintenance of employee records by updating the HR Database (Sage), Peakon ( People Engagement Tool), Greenhouse (Applicant Tracking system) and with any employment changes, filing and ensuring compliancy.
  • Managing the administration for on-boarding of new starters, assisting with the induction, ensuring background and reference checks are completed. Understanding all legislation for new starters across all responsible markets and ensuring we are compliant at all times.
  • Enhance processes for onboarding, offboarding and all other employee lifecycle events
  • Support and advise managers and employees with incoming HR queries, by telephone, email and other correspondence in a professional and efficient manner – with the support of the People Partner when needed
  • Supporting the employee performance appraisal process and compensation planning process
  • Liaise with payroll and finance on people related issues and support with HR audits
  • Understanding employment law and taking on ownership of best practices and reflecting this in day-to-day support, by becoming expert administrator in responsible markets
  • Manage Safer Recruitment – References, RTW, Data Protection etc
  • Support the HR (People) Partner in setting up and improving processes to ensure continued best practice
  • Continue to build and instill a customer service culture through proactive, compassionate and accurate guidance and support to the business
  • Maintain appropriate level of process, program, and policy knowledge in order to assist team members
  • Complete ad-hoc projects, reporting, and tasks and analyse data to be able to provide accurate statistics where required
  • Managing all HR operational tasks –ensuring we are “audit ready” and our processes run effectively and smoothly. Ensure every aspect of the employee lifecycle is documented and stored appropriately
  • Action and oversee the payroll process and ensure the information passed to payroll is accurate. Support team members with training on this process where needed and be a point of contact for the payroll and finance teams with any queries from the information we have provided.
  • Leading Maternity and Paternity conversations
  • Support the People Operations Partner in identifying inefficient processes and working to find a solution (including automation) that fits the scale of growth the business is predicted
  • Support the People Operations Partner with the day to day running of the team to ensure we are completing all tasks within SLA and to a good standard.
  • Support the People Operations Partner with auditing all data on the system to ensure it is 100% accurate at all times and provide training and support where needed.
  • Work alongside People Operations Partner to align EMEA process to ensure both are working in silo
  • Be a vocal member of the team such as leading meetings, sharing opinions and collaborating with other departments in the People Team regularly.
  • Regularly collaborate with People Partners and other stakeholders within the business to provide administrative support and advice

WHAT SKILLS WILL HELP YOU BE SUCCESSFUL .

  • Previous HR administrative experience, dealing with employment contracts and HR agreements
  • Excellent organisational, interpersonal, and communication (written and verbal) skills
  • Ability to multi-task, prioritise work and manage customer services across multiple clients/departments with conflicting demands
  • Keen attention to detail in the execution of all work
  • Proactive approach to tasks and new challenges with flexibility within an ever-changing/evolving, fast-paced environment
  • Enjoy being part of a team and excited to contribute to its success
  • Creative problem solver, analytical and self-starter
  • Practical experience using Excel and ideally some exposure to working with HRIS.
  • Knowledge and/or experience working with European markets
  • Proficient in both spoken and written Polish and English

Req ID: 10969

 

 

#LI-AB1 #LI-entrylevel #LI-Onsite

Our values shape everything we do: 

Be Ambitious to succeed   

Be Imaginative to push the boundaries of what’s possible   

Be Inspirational to do groundbreaking work   

Be always learning and listening to understand   

Be Results-focused  to exceed expectations   

Be actively pro-inclusive and anti-racist across our community, clients and creations   
 

OLIVER, a part of the Brandtech Group, is an equal opportunity employer committed to creating an inclusive working environment where all employees are encouraged to reach their full potential, and individual differences are valued and respected. All applicants shall be considered for employment without regard to race, ethnicity, religion, gender, sexual orientation, gender identity, age, neurodivergence, disability status, or any other characteristic protected by local laws.   

 OLIVER has set ambitious environmental goals around sustainability, with science-based emissions reduction targets. Collectively, we work towards our mission, embedding sustainability into every department and through every stage of the project lifecycle.

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