People Operations Officer

Role:  People Operations Officer  

Reports to: Legal & Administrative Manager  

Direct Report: Administrative Assistant   

As the People Operations Officer you provide crucial administrative system, HR and IR support to Senior Management and the operations management team. Under the direction of the Legal & Administrative Manager, this position is responsible for ensuring that people related administrative processes as well as core office administrative functions, are improved (wherever possible) and completed with adherence to quality standards and within required deadlines. As the bridge between management and field operations, you demonstrate strict adherence to confidentiality and data protection requirement and protocols. You are core support with people engagement skills that enable you to effectively implement system improvements, while contributing to the efficient and effective performance of the management and operations team.  

DUTIES & RESPONSIBILITIES:  

HR Administration  

• Efficiently and confidentially update and maintain hard copy employee files  
• Assist the Legal & Administrative Manager in the development of and maintenance of a digital Records Management System for the effective storage and efficient retrieval of employee records  
• Administer employee benefits programs, including vacation and leave management  
• Assist with accurate payroll processing    
• Prepare monthly HR report(s) under the guidance and direction of the Legal & Administrative Manager ensuring accuracy and agreed deadline compliance  
• Prepare data for inclusion in the company’s monthly engagement report  
• Provide administrative support for the development and documentation of rewards/compensation programmes.  
• Collation and tracking of relevant KPIs  
• Assist the Legal & Administrative Manager in employee separation procedure and conduct exit interviews  

Employee Engagement & Talent Management  

• Act as the first point of contact for employee queries regarding their terms and conditions of employment and escalate issues confidentially to the Legal & Administrative Manager  
• Encourage and support adherence to HR polices and procedure   
• Act as a bridge between management and employees, addressing inquiries, resolving conflicts where possible and confidentially escalating high risk scenarios to the Legal & Administrative Manager  
• Assist managers with performance evaluations and in consultation with the HR/ IR Consultant (via the Legal & Administrative Manager)  
• Coordinate and support training initiatives and administer training records  
• In consultation with the HR/IR Consultant (via the Legal & Administrative Manager), coordinate disciplinary hearings including the preparation of necessary letters, note taking and drafting of confidential minutes for appropriate circulation within agreed timelines  
• Coordination and management of employee engagement initiatives and programmes  
• Coordinate and manage the Employee Engagement functions calendar of events  

Hiring, Onboarding, Induction & Offboarding  

• Coordinate and assist with recruitment process, to include posting jobs, sourcing candidates, screening resumes, coordinating interviews and extending offer  
• Coordinate new hire orientation and induction, prepare onboarding, probationary and appraisal paperwork   
• Review performance of any direct reports in accordance with company standards  

Operations  

• Provide support for the coordination of department meetings and the organization of recognition/social functions  
• Assist with the follow-up of project initiatives to ensure deadlines are met  
• Any other task outlined and as assigned from time to time  

EDUCATION, SKILLS & SPECIALIZED TECHNIQUES:  

• Degree in Human Resource Management/ similar level recognized HR certification  
• 5-8 yrs proven HR generalist experience (preferably payroll included)  
• Knowledge of labour regulations and IR best practice   
• Excellent computer skills   
• Proven working knowledge of and experience of efficient use of Microsoft suite of programs, especially Excel.  
• Knowledge of accounting and or payroll systems preferred  
• Working knowledge of data protection regulations  
• A valid Jamaican driver’s licence a plus  

KEY COMPETENCIES:  

• Attention to Detail   
• Payroll accuracy  
• Sound Judgment   
• Risk awareness   
• Communication   
• Conflict resolution   

LEARNED DISCIPLINES & EXPERIENCE:  

• Excellent Administrative, verbal and writing skills  
• Excellent interpersonal & communication skills  
• Proven ability to take and produce accurate minutes of meetings  
• Ability to work under pressure   
• Ability to multitask and prioritize effectively  

PERFORMANCE CRITERIA :  

• Performance objectives are delivered according to agreed standards and accuracy  
• Punctuality and adherence to deadlines  
• An effective records management  
• Confidentiality and adherence to data protection regulations   

EFFORT:  

• Concentration required in carrying out numerous tasks simultaneously  
• Work is delivered on time and with quality  
• Flexibility in dealing with the requirements of the job  
• Motivation to constantly improve and make existing systems more efficient  

TYPICAL WORKING CONDITONS:  

•  Performs duties in a climate-controlled, quiet to moderate noise level office setting.  
• Requires prolonged sitting at a desk, while operating a computer. Occasional walking, standing, bending, and reaching to access files or office equipment.  
•  Constantly operates standard office machinery, including computers, printers, scanners, and multi-line phone systems.  
•  Requires close vision (looking at computer screens) and high mental concentration, attention to detail and accuracy for data entry and document review.  
• Satellite site visits required from time to time for employee engagement purposes  
• Standard business hours, with occasional overtime or weekend work required during peak periods  

KEY RELATIONSHIPS  

Internal:   

Managing Director, Legal & Administrative Manager, General Manager, Financial Controller, Manager – Intelligence and Investigations, Key Accounts/Standards Manager, Operations Coordinators, Coordinators and Security Officers   

External:    

Clients, Regulatory Bodies – FLA, PSRA, etc.,.