Conference and Events Operations Supervisor
DoubleTree by Hilton Edinburgh City
Edinburgh, United Kingdom
Posted
To assist the Multi Property Human Resources Leader in maintaining positive internal and external relationships with both Associates and Managers.
Provide a consistent high standard of administration and non administration support to the Human Resources Department to support achievement of the business goals and strategies for Bristol Royal and Bristol City Centre.
Candidate Profile
Experience
Previous HR and administrative/secretarial experience essential
Skills and Knowledge
Strong communication skills (verbal, listening, writing)
Previous user of Outlook, Word, Excel, PowerPoint
Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential
Highly organized and efficient approach required
Ability to manage varying needs and prioritizing to ensure best business results
Strong attention to detail, initiative and driving for success
Education or Certification
High School completion or equivalent required; preferably around administration and secretarial qualifications
Chartered Institute of Personnel and Development student (or similar) certification preferred or a willingness to study
Business Results
Balanced Scorecard Results: Supports the development of strategies and executes activities to drive financial results, guest satisfaction, human capital index and market share.
Recruitment: Co-ordinates and maintains the recruitment process to attract, recruit and retain a diverse management and non-management workforce capable of providing strong functional expertise, creativity and entrepreneurial leadership to the property. Utilizes selection and career planning processes that identify the best candidates for open positions in a cost effective and efficient manner to meet the business needs of the operation. To ensure all adverts are displayed as per the HR Audit standards. All positions must have a job requisition agreeing salary and sign off by excom. A biweekly advert must be circulated within the cluster. The GRS recruitment system must be checked on a daily basis and successful applications will be forwarded to the appropriate manager. All applications returned to Human resources must be administered as per the HR Audit and keep in achieve files as per the retention policy. To issue all associate contracts for new starters, making sure a PAF has been actioned obtaining excom signatures. To ensure two satisfactory references are obtained and kept on file for each associate. To conduct exit Interviews for all associates at grey band level which contributes to the hotel retention plan. To issue the Marriott handbook and to ensure an updated job description is on file for all associates all associates must be logged on the database, PCI database and the Immigration tracker and be kept upto date on a weekly basis. Ensures a proactive approach to recruitment by forward planning, working effectively with department manager’s to identify potential vacancies and advise creative solutions to fill. Attend recruitment fairs and play an active role in the South West Recruitment Hub, contributing to cluster projects, recruitment drives and driving time to fill targets. Plays an active role of supporting the HR Leader with career chats and development plans to pipeline high potential associates and ensure internal progression.
Total Compensation: Administers and maintains a total compensation structure for both management and non-management associates that balances the needs of the business with the ability to attract and retain the best talent and rewards great performance. Birthdays and anniversaries must be communicated as per the rewards and recognition policy. Associate notice boards/locker rooms must be audited per quarter ensuring the correct information is displayed. Assists the HR Leader with activities including bonus calculations, private medical and pension renewal and updates and ensure accurate data records. Makes active use of HIRG and pay scales data to work with the HR Leader to ensure appropriate salary rates. To support and run weekly payroll in line with Payroll SOP and complete all required reports and auditing procedures.
Training and Development: Supports the property training business plan to ensure the delivery of new hire orientation, service training, compliance and safety training and leadership development training to all associates. To ensure a monthly training calendar is issued to the hotel, liaising with the Hr Leader to ensure all training needs are met. To log all associates training ensuring we are 100% compliant. To arrange administration all delegates and to issue certificates on complication. To assist & attend the following meetings – 10@10, Health & Safety, Short Takes, Town Halls, Day One Welcome and also play a active role in Lobby Ambassador shifts. To play an active role with the wider cluster team to undertake role in organising and tracking training programmes based on business need such as first aid, TOPP’s, Essential Skills. To create and share cluster training calendar and share to ensure collective approach.
Associate Relations: Administers policies and procedures to ensure associates are treated fairly and equitably. Supports and embeds a culture that embraces the brand service strategy and supports the present day business environment. To ensure all files notes, disciplinary are logged on the data base and have checking systems in place to communicate when they expire. Feedback is actively solicited and responded to with the involvement of Line Managers as appropriate in conjunction with the HR Leader. Be familiar and play an active role in ensuring the GFT, investigation and disciplinary practices are implemented. Investigations to be carried out in a timely manner in line with company guidelines. Sickness, maternity and all other associates “rights” are understood and effectively communicated and administered where necessary to others. Due care and confidentiality is observed in all employment matters, including referencing
Human Resources Department: Creates and sustains a work environment that embraces the brand’s culture and focuses on fair and equitable treatment and associate satisfaction to enable business results. To be a role model to all associates by following the company’s grooming policy and communicating our successes. To walk around the hotel twice per day. To make sure all current LSOPS are displayed. To ensure information is kept confidential at all times. Be aware of and ensure GDPR legislation is complied with. Be familiar with LSOP’s and SOP’s and update and communicate accordingly. All HR Systems, procedures and practice for the maintenance of quality and departmental service standards are monitored, maintained, evaluated and enhanced. Team meetings and other hotel focus groups are attended and actively participated in i.e. Associate Relations Committee Meetings etc. Plays an active role in delivering hotel’s Wellbeing strategy in coordinating and managing wellness committee .The AES administration and process is communicated and managed effectively to ensure 100% completion on an annual basis. Contracts of employment are terminated by the host or employer, observing company procedures, contractual rights and legal requirements. Communication with the rest of the HR team is undertaken and information supplied to support them in the daily management of the business - Oral and written communication is carried out in a manner, and at a level and pace, likely to promote understanding and effective working relationships. There is a quick and decisive response to resolve immediate and short term problems. Strong leadership and personal presence is projected in HR team and to other departments. Previous experience, technical knowledge and best practices are applied effectively and used to coach others. Change is actively sought and there is a readiness to challenge in the interests of continuous improvement
Technical Expertise (Learning and Applying Personal Expertise)
The following are specific responsibilities and contributions critical to the successful performance of the position:
Recruitment
Coordinates and compiles relevant recruitment information.
Maintains the recruitment database, including applicant response and any data input.
Actively conducts screening interviews to support recruitment process
Ensures that all recruits have full reference checks and visa/work permits are checked as per Home Office guidelines and that these are followed up if necessary.
Total Compensation
Assists with any Compensation and Benefits data compilation
Training and Development
Coordinates the administration of all training nominations, training completion and attendance, ensuring databases are fully up to date.
Provides support with Associate Orientation, ‘Welcome’ training and other internal training as required
Associate Relations
Assists with regular communication of all Associate Benefits on properties and other communication as required
Plays an active role in associate reward and recognition to include AOM, MOQ and Company R & R programs.
Assists with the administration of any employment relations issue (for example Employment Tribunal preparation)
Plays an active role in the GFT and disciplinary process
Provides a sounding board for associates who may need to discuss personal issues, and maintains confidentiality at all times.
Assists with the organization and communication of/at any associate events.
Ensures that all leavers complete an exit interview and that details are complied to assist the hotel retention strategy.
Human Resources – department focus
Assists with any process administration and the collation of data for relevant reports.
Assists with PeopleSoft data maintenance and tracking.
Provides full administration support for candidate management system (GRS) internet recruitment as required
Support with the administration of any payroll though Oracle (or relevant system)
Needs to be extremely efficient and professionally skilled in:
Preparing documents using Word, Excel and PowerPoint applications.
Filing and forward tracing a variety of documents, appointments etc..
Updating and distributing relevant information databases as required
Processing incoming mail.
Maintaining office supplies for the HR department.
Attending investigatory meetings and provides an administration support to HODs by taking minutes.
Budget control: raises purchase orders, log budget transactions, process department invoices, report monthly.
Updating data on the celebratory dates/Key Management Data/Contact list etc.
Closing date: 19th January 2019
Full-time, Indefinite
Start Date:
Latest start date: