People & Culture Manager

Purpose

The overall purpose of this position is to lead and support Four Seaons’ People & Culture objectives to contribute to the achievement of the organization’s purpose and deliver on strategic outcome

Reporting to the Director of Culture and People and working closely with the Leadership Team, the People & Culture Manager is required to effectively build the people and culture capability of the organisation; lead and manage an effective human resources function to support management of the employee lifecycle; and contribute to broader organisational and strategic management as part of the Four Sesons Leadership Team. The position also has a key role as ambassador for organisational culture and values, ensuring they are visible, embedded and upheld.

Job Responsibilities

The People and Culture Manager will be responsible for the daily People & Culture operations and assist in coordinating all People & Culture policies and processes. He/she acts as the liaison between the Director of People & Culture (DoPC) and the team, ensuring smooth communication and prompt resolution of all queries.

Please note that this is not an exhaustive list of everything that needs to be done.  FS employees always find new ways to look after the business, their guests, and their colleagues.   Within this, the key responsibilities for this position are:

People Management

• The People and Culture Manager has a key role in managing People and business jointly with the Director of People and to design. He/she will be responsible for the effective operations of all normal People & Culture activities to support management of the employee lifecycle including:
  • The daily People & Culture operations. He/she acts as the liaison between the Director of People & Culture and the P&C team, ensuring smooth communication and prompt resolution of all queries
  •  Maintain employment records to meet compliance obligations 
  • On-boarding/ off-boarding/ cross-boarding
• Internal and external organisational reporting (i.e. Monthly, quarterly and annual reporting to Business Plan KPIs, Leadership Team Reporting, Board Reporting etc)
•  Ensure that all P&C operational policies and processes are adhered to and continually improved.
• Supervise and coordinate all matters of work permits and visas.
• Maintain full records of each person’s employment history, both online and in paper form, and ensure all such information is kept confidential.
• Be familiar with all HR systems

Organisational Development & Culture

• Contribute to the development of a robust culture through role modelling Four Seasons values and the behaviours which drive this culture
• Assist the DoPC to design and lead initiatives including research and diagnostics (e.g. annual employee engagement survey and exit interviews), to maximise the engagement of all employees and build organisational commitment to the desired culture
• Work in partnership with the DoPC and the Marketing and Communications team on effective internal communications in support of organisational development
• Scope, develop and lead implementation of Four Seasons Diversity & Inclusion Strategy

Talent Management:

• Develop and implement strategies that will attract, engage, and develop employees and build upon a high-performance culture.
• Assist in all activities concerning the sourcing & recruitment of staff, performance management, staff discipline, and administration.
• Manage the P&C operation based on a detailed and up-to-date understanding of local labour law.
• Ensure a clear Employee Value Proposition in support of candidate attraction
• Ensure best practice, innovative methods and processes relating to the recruitment, selection and onboarding

People Development:

• Ensure integrity of Four Seasons Job Framework
• Build a culture of performance across the organisation with oversight and continued development of the Performance Review & Development framework
• In conjunction with the Director of P&C and the Learning Manager, ensure all Learning and Development is strategically linked to organisational needs and aligned to performance reviews and business planning processes  
• Assist the DoPC to create and promote a leadership development framework to maximise capability and to embed a coaching culture in support of delivering on strategy outcomes.

Compensation & Benefits

•  Ensure the integrity of Four Seasons Remuneration Policy
• Assist in the monthly payroll closure and checks the payroll checklists jointly with the Finance team on a monthy basis
• Implement corporate policies, and put in place local policies & processes for salaries and benefits
• Implement and monitor employee incentive bonus schemes.
• Assist the DoPC in benchmarking of salaries and benefits

Employee Communications

•  Foster and maintain productive relationships with government bodies and other related stakeholders
• Assist in communication of key messages to all staff.  Promote employee communication activities and channels, to encourage and enable feedback from staff.
• Maintain a positive relationship with staff representatives and ensure any employee grievances are monitored and resolved.
• Liaise and develop relationships with external parties in the areas of employment law, learning and development area and organisational culture
• Professional relationships with prospective candidates.

General Tasks

• Demonstrates a high degree of standards awareness; promotes teamwork and acts as role model
• Attends all scheduled training sessions
• Displays warmth, care and genuine enthusiasm when dealing with guests and internal customers; lives the Golden Rule.
• Adheres to the hotel's code of conduct, grooming & hygiene standards
• Is seen as working hands-on and assists colleagues in crunch times
• Actively participates in briefings and meetings
• Maintains a clean and orderly work area and promotes a safe working environment
• Maintains confidentiality of information in the department i.e employee conversations, employee personal details, medical issues, etc.
• Be a backup to fulfil the People & Culture Coordinator tasks in his/her absence.
• Performs any cognate duties as and when required.

Core Departmental Tasks

Administration

• In Charge of the Manning Guide and update as and when required.
• Prepare P&C related letters.
• To act as P&C Representative in Health and Safety Committee.
• Administration of Pension Fund list – joiners and leavers.
• Administration of Medical list – joiners, leavers, promotion to next level, dependents.
• Conduct house inventory for expats at the start and end of contract.
• Manage all Promotions and Transfers – Responsibility Allowance Tracking Sheet.
• Manage Leavers file – Exit Checklist, Exit Interview, Return to work letter for No Call No show, quittance form, etc.
• Verification of Opts Meeting also act as a back up in the absence of the P&C Coordinator.
• Posting on Yammer as and when required.
• Assist in Industrial Relations related matters
• Assist in the preparation in application/renewal of work & occupational permit for expat employees
• Perform any cognate duties and as and when required.

Monthly Reporting

• Update Visa Status / Housing Status / House fund / monthly Turnover Report, etc.
• Update Resort Organigram - Management
• Update Leaves Report – Sick, Local, injury, absences, bank sick, 10 years, 6 months
• Update Medical Report and send Joiners and Leavers to Swan. (Medical List should tally with Manning Guide)

Monthly Reconciliation

• Reconcile Medical List v/s Manning Guide
• Reconcile Workday v/s Bodet – Local Leaves, 6 months leaves, Sick Leaves and Injury Leaves.
• Injury Report v/s Bodet

Hiring & Termination

• Verification of all New Joiners files and ensures all policies and signed as per checklist.
• Conduct Exit Interviews for all leavers and send to all Division Head for their info.

Payroll

• Prepare monthly payroll master change report and submit to Paymaster as per deadline.
• Verification of Final Payroll Sheet v/s PMCR changes.

Workday & Bodet System

• Ensure New Joiners are updated on the Systems within five days upon joining date.
• Ensure sicorax ID is input for all new joiners on Workday system
• Assist employees in changing their Workday password, pictures and change of personal info.
• Ensure the Finger Print of new Joiners are registered on Bodet system on first day of work.
• Reconcile all Leaves on both systems and correct any anomalies. Both Balance should be tally on a monthly basis.
• Move workers on Bodet as and when required.
• Update 6 months Leave balance on Workday for new joiners every month

Welfare & Transportation

• Prepare Action Plan, delegate tasks to the team and closely monitor.
• Active participation and presence in all employee activities including TEWF competitions, etc

Recognition

• Verification of slide shows and program prior event.
• Active Participation during the event.
• Manage Staff Transportation.

Special Requirements

• Diploma/ Degree HR Management is mandatory.
• Computer literate, with high competency level in use of Microsoft Office.
• Working experience in similar category of hotel will be an advantage.
• Requires reading, writing and oral proficiency in French and English language.

Compliance Policies

• Grooming Policy
• Confidentiality Agreement
• Policy Against Harassment
• Electronic Systems Policy
• Code of Business Conduct and Ethics
• Employee Handbook Acknowledgement Form