People Operations Coordinator

People Operations Coordinator

Department: HR Business Partnering

Employment Type: Permanent - Full Time

Location: Head Office, London

Description

Our People Operations Coordinator is at the heart of the employee experience, making sure every interaction with the People Team is smooth, supportive, and efficient. From managing the People Team inbox and providing first-line advice to coordinating key employee moments, supporting our HRIS and turning People data into useful insights, this role helps make ELEMIS a great place to work.

This role sits within our Global People and Purpose Team. Reporting to the People Operations Manager your every day work will support a 600+ employee population.

We’re looking for someone organised, approachable and proactive, who takes pride in delivering an accurate and responsive People service.

This is a full time, permanent position, 37.5hrs per week based three days per week in London Baker Street.

What You Will Do:

Employee Experience and People Operations

• Coordinate People administration across the employee lifecycle, including starters, leavers, contractual changes and internal moves.
• Maintain the Starters Log, ensuring all required documents are issued, returned and signed.
• Complete pre-employment checks, including references and Right to Work checks following up on any issues and ensuring everything is completed before the employee’s start date.
• Add new starters to the HRIS in the correct payroll period and create their electronic employee files.
• Work closely with the payroll team to ensure all employee information and payroll changes are submitted accurately and on time.
• Create a memorable Day 1 experience for new joiners, making sure every new employee feels expected, welcomed and ready to get started, with their induction, equipment and system access all in place.
• Coordinate maternity, paternity and other family leave processes, ensuring employees and managers receive clear information and that all documentation, system updates and payroll changes are completed accurately and on time.
• Manage leaver processes and associated system and access changes, ensuring every employee has a smooth and well-organised experience when leaving ELEMIS.

First-Line People Support

• Manage the People Team inbox, providing employees and managers with a helpful, timely and professional response.
• Support the People Partners by providing clear and practical first-line advice on People policies and employee matters, including absence, settling-in periods, conduct and performance.
• Support employee relations activity by arranging meetings, gathering relevant information and documentation, taking accurate notes and preparing standard letters and follow-up communications.
• Provide first-line guidance to managers on probation and settling-in periods, including check-ins, documentation, extensions and outcomes, involving the People Partner where additional support is needed.
• Maintain accurate case records and trackers, ensuring actions and key dates are followed up and documentation is stored appropriately.
• Support People Partners in preparing their Culture Amp engagement and leaver survey data packs by collating and checking the data, helping to identify key themes and trends, and keeping our People Performance Dashboard accurate and up to date.
• Recognise when an issue needs further support and involve the appropriate People Partner or People team member.
• Spot common questions and themes and use these to improve our guidance and overall People service.

HRIS, Data and Insights

• Keep employee records complete, accurate and up to date within the HRIS.
• Ensure employees are assigned to the correct managers, teams and organisational structures.
• Be the first point of contact for HRIS support, helping employees and managers resolve questions and use the system confidently.
• Play an active role in HRIS implementation, testing, upgrades and improvements.
• Champion employee and manager self-service and help create clear, user-friendly guidance and FAQs.
• Maintain People trackers and reports covering headcount, vacancies, employee movements and organisational changes, providing accurate information to support workforce planning, payroll and business decisions.
• Produce regular People Operations analytics, including inbox themes and response trends, headcount movement, turnover, absence and employee lifecycle activity.
• Bring the data to life by identifying trends, risks and opportunities, sharing key insights and recommended actions with the People Operations Manager.

Sustainability Responsibility

• Ensure all responsibilities and actions contribute to ELEMIS’ short- and long-term sustainability goals across our Climate, Biodiversity and People pillars.

What We Are Looking For:

• Problem Solving: you love to investigate, join the dots and propose solutions to problems big and small. It's okay not to have all the answers, but you love to find them!
• Prioritisation: you are able to triage incoming queries and request, assessing risk and urgency to meet the needs of our people and business on time and to standard.
• Communication: you can interact with anyone and everyone with ease, are happy to explain things to others with care, you keep others informed and information flowing in the right direction.
• Adaptable: you adjust quickly to new situations and challenges whilst maintaining a positive attitude and flexible approach.
• Data proficiency: you are comfortable with large data sets and reporting, are able to analyse and interpret data to support optimisation and decision making, taking pride in data accuracy.

What We Offer You!

• Hybrid and Flexible working. We are based in London Baker Street and offer Three Days in Office and Two Days Working From Home. We also have core hours between 10am - 4pm which means you can have flexible finish and start times.
• 27 days holiday per year.
• Birthday day off!
• Generous Staff Discount on all your favourite ELEMIS products and spa treatments, as well as discounts on L'OCCITANE Group products (including L'Occitane, Erborian and more!)
• Excellent well-being policies including enhanced Maternity & Paternity policies, Income Protection, Life Assurance and more
• Company Pension Scheme
• Healthcare Cash Plan (with Dental)
• Employee Assistance Programme
• Cycle to Work Scheme, Season Ticket Loan, Length of Service Awards
• Much, much more!

*Some benefit eligibility is based on length of service or contract type