People Operations Administrator

Who we are

White Stuff was established in 1985 through a simple idea. This idea grew and now we have shops and concessions in the UK and internationally, selling women's and men's clothing as well as beautiful accessories and homeware. Our original prints (all designed in house), intricate details and considered design touches reflect our personality and make us subtly distinctive.

Our people are at the heart of our brand, constantly moving and driving us forward. We're sociable, talented and like minded and we're not hierarchical or political in how we do business. We encourage entrepreneurial ideas and accountability at all levels.

Who you are

You have strong numeracy and communication skills and enjoy working with data to ensure accuracy and efficiency. You are confident using systems and Excel to manage and analyse information, and you take pride in maintaining well organised records and processes.

You are highly organised, with excellent time management skills and the ability to prioritise tasks effectively in order to meet deadlines in a fast paced environment. You enjoy collaborating with others and are comfortable communicating with a wide range of stakeholders to gather information and resolve queries.

Primary objective of the job System Administration

• Support the monthly payroll cycle for the full UK and International retail population monthly by ensuring employee data within the HR and payroll systems is accurate and up to date and identifying and resolving payroll queries with employees and managers.
• Maintain and update employee information directly within the HR system, ensuring all changes (e.g. starters, leavers, contractual changes) are processed accurately and in line with payroll timelines.
• Develop and run reports from the HR system to support payroll preparation, audit checks and data validation.
• Process data and run reports in line with our business wide compliance training for new starters and as part of annual refresher timelines in partnership with our Learning & Development Team.
• Carry out regular data checks and audits to ensure payroll related information is accurate and compliant.
• Working collaboratively with your wider Payroll stakeholders e.g. Payroll Team, Shop Managers, Cluster Managers and Regional Managers to effectively resolve queries and ensure the UK and International retail Payroll is complete in line with internal deadlines on a monthly basis.
• Support the ongoing use and optimisation of People and payroll systems, proactively identifying opportunities to improve processes, reporting and data accuracy.

HR Administration

• Providing people administration support throughout the employee lifecycle, using the HR system to manage processes such as new starters, contractual changes (including promotions and secondments).
• Manage family leave processed including maternity, paternity, shared parental leave and adoption process.
• Support right to work checks and administer long service awards and supporting right to work checks.
• Manage the PeopleStuff inbox daily to answer and escalating a wide range of HR queries from colleagues and managers such as employment references, benefits, new starters, sickness queries and general policy or process questions.
• Accurately maintaining and updating team logs and other ad hoc responsibilities, including running reports from the HR database, ordering vouchers and gifts, processing invoices, travel and expenses for the department, dealing with post and other general queries.
• Support international employee administration processes, including preparing and maintaining contracts, extensions, terminations and employment certificates. This may include working across different country requirements, so either previous knowledge of international processes or the ability to quickly build understanding by following guidance, asking the right stakeholders and using available resources will be important.
• Maintain the People areas of our internal intranet and monthly e learning uploads.
• Provide additional administrative support to the wider People team as required, such as training coordination or compiling 360 feedback reports.

What you'll need

• Strong Excel skills with the ability to work confidently with data, reports and large datasets to support reporting, audit checks and data accuracy.
• Minimum 1 year experience in a HR administration role.
• Experience working with HR or payroll systems.
• Excellent organisational and time management skills, with the ability to manage and prioritise tasks within a busy environment.
• High attention to detail, with the ability to review data, identify inconsistencies and escalate where needed.
• A confident communication style with stakeholders at multiple levels who recognises the importance of escalating queries and seeking additional support to resolve queries in an effective and timely manner.
• Self motivated with the ability to manage a high volume varied workload, whilst maintaining accuracy and efficiency.
• Proficient in using Microsoft Office programmes such as Excel, Word and Outlook.
• A conscientious and methodical approach to problem solvin.

What we will offer you

• Hybrid working
• Annual bonus opportunity
• Up to 33 days holiday per annum
• 2 extra (paid!) days off per year to volunteer in the local community
• Early finishes on Friday
• 50% discount
• Subsidised BUPA Dental Insurance
• Healthcare cash plan and Life Assurance
• Interest free season ticket loan
• Pension Contribution

Equal Opportunity Statement

We are committed to creating an environment where we can all be proud to work and be ourselves. Part of this commitment is being an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, and age.