People & Culture HR Administrator

Hi, we’re Primark. We’re all about fun, fashion, and a fabulous career. We’re fast-paced, with our stores receiving hundreds of new products every week. We have amazing fashion at amazing prices, all of the time. We set the fashion trends. We’re committed to providing our customers with service that is second to none. As part of our global team, you’ll be at the forefront of expanding this fashion revolution in the United States. Are you game?

People & Culture HR Administrator

Key Responsibilities:

Functional Expertise

Working collaboratively with the Store Management Team and the Store P&C Business Partner, to deliver the people agenda in Store. This is a generalist role, responsible for all day-to-day P&C administrative activity, with particular focus on:

Recruitment

• Support the Retail Management team with recruitment administration

• Carry out the pre interview recruitment activity required for Retail Assistant/ non-management roles including uploading/ advertising roles, screening, interview coordination and candidate contact

• In conjunction with the Retail Management team, complete the relevant right to work checks and documentation retention steps

• Deliver a consistent and engaging candidate experience through the recruitment administration process

• Administer the applicant tracking system to include role creation, candidate response and onboarding steps

• Liaise with third party contacts for graduate, work placement and/ or temporary resource as required

• Participate in recruitment and selection activities for seasonal recruitment events

Onboarding and Induction

• Administer the onboarding process including contract / offer preparation and payroll / systems set up

• Complete the appropriate administrative checks

• Organize the relevant workwear and lanyards for new starters

• Participate in the delivery of the Primark Induction/ Welcome event for new starters in partnership with the Retail Management team

Resource Planning

• Responsible for the maintenance of people data in the resource planning tool including adding/ removing joiners and leavers, printing weekly rotas and collating overtime

• Communicate rotas and schedules to colleagues (checking that shifts/ overtime allow for regulatory breaks)

• Administer holiday requests in line with Country regulatory requirements

• Periodically review holiday balances to ensure colleagues are actively booking holiday

• Provide weekly absence reports to Retail Management for review

• Support the administration process for Colleague store transfers as required

Payroll

• Set up new starters/remove leavers on the payroll system and work with third party payroll provider

• Complete the daily and weekly payroll activities including a review of the T&A and resolution of any errors with the relevant Colleagues/Managers

• Update the T&A/payroll system with relevant absence information and ensure documentation is received and processed in accordance with Country Regulations

• Process any payroll adjustments and changes

• Work with the P&C Business Partner to administer any levy / subsidy payments

• Act as a point of contact for Colleague queries and resolve any issues or concerns

Training & Development

• Support the delivery of core learning programs via learning platforms and maintain records of learning activity

• Maintenance of mandatory learning activity records e.g. first aid, data protection

• Carry out administration support for Retail Assistant Succession planning for Retail Management roles

Engagement & Well-being

• In partnership with the Retail Management team proactively support implementation of events and activities that drive engagement, wellbeing, and a positive Primark culture in store

• Responsible for updating all engagement and wellbeing communication on the in-store Notice Boards and in store meeting huddles

• Schedule the listening group meetings and support the Store Manager in preparing for and responding to colleagues

• Provide administrative support for store recognition activities, including nominations and Store Manager review

• Encourage participation in the Primark Engagement Survey and collate completion rates

• Support Retail Management to hold colleague conversations on health or well-being issues

Performance Management (MYP)

• Collate completion of the mid-year and end of year Make Your Primark review process

• Provide support to the Retail Management team on the probationary period and performance review process and encourage a culture of feedback

• Support the Retail Management team in the administration of the performance review process

• Prepare template documentation for the Retail Management team for Probationary periods and Performance Improvement Plans (PIPs)

Talent & Succession

• Carry out administration support for Retail Assistant Succession planning for Retail Management roles

• Provide administrative support during the Retail Management talent review process

Employee Relations

• Maintain colleague records (paper and electronic) in accordance with Country regulations (GDPR / Data Protection guidelines)

• Support Retail Management as a first point of contact on people procedures and absence queries

• Preparing template documentation required for ER investigation and outcomes

• Responsible for tracking ER cases and recording progress

Reporting & KPIs

• Maintain the people systems that provide reporting and analysis to the Store Manager on people measures and KPIs

• Support with completion of Store, Area and Central Office reporting

• Administer and collate data from colleague exit interviews

• Administer leavers process including the return of Company property

• Participate in store audit procedures

Business Alignment & Change

• Demonstrate an understanding of the overall P&C strategy and purpose

• Maintain relationships with the Central P&C team and network effectively with the wider P&C community to share best practice

Commercial and Business Impact

• Develop understanding of store commercial performance and customer experience

• Deliver against company expectations and policy, ensuring good governance and best practice is in place, compliance with regulations and mitigation of risk to the business

• Review the administrative aspects of P&C in store and make recommendations where efficiency gains are identified

Behavioral Competencies

Decision Making

• Apply experience and relevant information to support day to day P&C advice and decision making

Self-Direction and Agility

• Promote a culture of inclusion, optimism, enthusiasm, and mutual support.

• Demonstrate resilience and tenacity to overcome any barriers with a flexible and agile approach to changing business needs

• Strong organization skills and a natural self-starter

Customer Experience

• Demonstrate a high level of trust, collaboration, confidentiality, and diplomacy with all Colleagues in the store

Innovation

• Encourage a culture of continuous improvement and openness to change

Technical Requirements of the Role-holder

• Experience working as a P&C Administrator or similar role

• Attention to detail and accuracy

• Excellent organizational skills, with the ability to prioritize well and be flexible in a fast-paced environment with changing demands

• Strong communication skills (written and verbal) and effective in communicating clearly and persuasively

• Working knowledge of employment legislation and best practice

• Good analytical and problem-solving skills and an interest in developing commercial acumen

• Retail sector experience desirable