Senior HR Coordinator

This is a Full Time Job

Please note that this role is based in the United Kingdom. To enable us to meet the statutory and regulatory obligations of the United Kingdom immigration system, you must have the appropriate immigration permission needed to work and reside in the United Kingdom for the duration of the employment.

The People & Organisation Department provides services to approximately 1300 employees across Europe. This includes organisational support, recruitment and selection, employee relations, learning and organisational development, diversity & inclusion and employee reward.

This role provides generalist P&O coordination and administration support for the UK, Ireland & Nordics business (approx 500 employees).

The Senior Coordinator, P&O will assist the Senior P&O Manager and Executive Director, P&O, UK & Nordics in providing comprehensive P&O administrative and logistics support to the three areas of Sony Pictures Entertainment: Television, Theatrical and Corporate, together with the Sony Corporation Services entity and support the Executive Director, Productions where required for all Joint Ventures in these regions.

The Senior Coordinator, P&O will play a key role in supporting the daily operations of P&O, supporting the team throughout the employment lifecycle. Coordinate administrative tasks and adhere to department and project deadlines. The role will act as a point of call for generalist employee queries and escalate, as required.

What you'll do:

General coordination & administration:
• Responsible for coordinating Adobe signatures for the Executive Director, P&O on any legal documents including contract of employment, settlement agreement and amendment to terms and condition letters. Issue the document, track the return of signature acceptance and file accordingly.
• Track probation, flexible working trial periods and consultancy agreement start and end dates. Actively prompt line managers and issue outcome letters and monitor employee signature return to file.
• Request approval from dept head, finance and P&O for extension to contracts, promotions, internal change as required.
• Issue extension to contract letters and track acceptance letters.
• Issue leaver's letter upon resignation or end of fixed term contracts (reviewing notice period and holiday entitlement).
• Issue extension and leaver's letters for Consultants.
• Coordinating and arranging collection of leavers' equipment, which includes partnering with IT.
• Provide reference letters for existing/past employees, as and when requested.
• Raise background checks and references on occasion and monitor progress for new hires.
• Maintain a database of employee notice periods and contract type/date of contracts signed.
• Verify right to work documents, monitor visa status and keep immigration log up to date, as required.
• Monitor IR35 tracker and follow up with CPCL departments and JVs, when required.
• Prepare and issue Consultancy agreements and assist business in conducting employment status checks where applicable.
• Issue offer letters/Contracts for JVs, as required.
• Review and update the Employee Handbooks across the company and JVs.

Systems Database/Management Info:
• Main point of contact to review P&O inbox, responding/escalating queries within 48 hours.
• Processing of invoices for the P&O department, including redundancy/training invoices and setting up purchase orders through SAP Ariba where required.
• Responsible for maintenance of hard copy personnel/electronic files, ensuring files are up to date in line with file management procedures and GDPR.
• Proactively ensure contracts/records/letter correspondence are signed and filed.
• Archive employee hard copy leaver personnel files when required.
• Input data on the weekly Starters & Leavers report.
• Responsible for housekeeping of JV files, create and update benefit summary as required.
• Ensure JV onboarding forms are up to date.

Employee Relations:
• Provide employee guidance on Company policies referring to the Employee Handbook, escalate to Senior Manager, P&O or Executive Director, P&O accordingly.
• Monitor sickness absence report on a monthly basis and highlight employees who are due to exhaust OSP. Liaise with employee to ensure relevant sickness documents are provided and signpost as required to medical/benefit resources.
• Raise occupational health assessments, as required.
• Respond to flexible working requests, liaising with employee and manager throughout the process. Escalate to Senior Manager, P&O, if required.
• Update flexible working process stages via the tracker, follow up with the manager towards the end of the trial period.
• Review and monitor temporary accommodations, escalating to Senior Manager, P&O if required.
• Conduct exit interviews, where required.
• Liaise with employees during the redundancy process regarding outplacement/training services (where applicable). Keep track of external training services undertaken for finance reporting.
• Coordination of outplacement/training invoices and related employee expenses, submitting invoices to accounts payable, following up on the process through to payment.
• Update redundancy log, track consultation meeting dates, outplacement/legal costs and return of Company equipment.
• Interface with payroll/Workday on redundancy leavers.
• Note taker for performance meetings/redundancy meetings, as and when required.

Compensation/Benefits:
• Meet with Payroll, Workday & Benefits team on a monthly basis to ensure accurate payroll information is processed.
• Meet with senior management in P&O and payroll to update on payroll changes for payroll sign-off.
• Arrange meetings with employees as required to provide guidance on family-friendly policies, including maternity, paternity leave and shared parental leave.
• Support annual salary review and ASPIRE bonus cycle by scheduling meetings, updating tracker, reviewing existing contracts and issuing appropriate amendments to terms and conditions letters/contracts.
• Issue job title, line manager, promotion letters and extension to fixed term contract letters. Ensuring approvals are in place before paperwork is issued.
• Interface with Workday and payroll to ensure changes are updated/processed.
• Meet new starters to provide Company induction, where required.

Other:
• P&O drop-in sessions, when required.
• Ad hoc projects that may arise.
• Other duties as reasonably requested.

What you have:
• Typically, 3–5 years' experience in a HR coordination/administration role within a fast-paced organisation.
• Strong HR administration skills, or transferable experience from a legal or finance environment.
• Excellent organisational skills with high attention to detail.
• Able to prioritise and adapt in a dynamic, fast-moving environment.
• Proactive, collaborative and solutions-focused approach.
• Strong interpersonal skills with the ability to build effective working relationships.
• Maintains a high level of confidentiality, discretion, and professionalism.
• Supports the efficient delivery of the People & Organisation (P&O) function and provides excellent stakeholder support.

Knowledge of:
• Strong previous HR administrative experience in a similar role(s) is essential.
• Understanding of HR total life cycle processes beneficial.
• General knowledge of basic employment law beneficial.
• SAP Ariba knowledge beneficial.

Skill in:
• Experience of working with HR databases a