Senior Coordinator, HR

Please note that this role is based in the United Kingdom. To enable us to meet the statutory and regulatory obligations of the United Kingdom immigration system, you must have the appropriate immigration permission needed to work and reside in the United Kingdom for the duration of the employment.

The People & Organisation Department provides services to approximately 1300 employees across Europe. This includes organisational support, recruitment and selection, employee relations, learning and organisational development, diversity & inclusion and employee reward.

This role provides generalist P&O coordination and administration support for the UK, Ireland & Nordics business (approx 500 employees).

The Senior Coordinator, P&O will assist the Senior P&O Manager and Executive Director, P&O, UK & Nordics in providing comprehensive P&O administrative and logistics support to the three areas of Sony Pictures Entertainment: Television, Theatrical and Corporate, together with the Sony Corporation Services entity and support the Executive Director, Productions where required for all Joint Ventures in these regions.

The Senior Coordinator, P&O will play a key role in supporting the daily operations of P&O, supporting the team throughout the employment lifecycle. Coordinate administrative tasks and adhere to department and project deadlines. The role will act as a point of call for generalist employee queries and escalate, as required.

What you'll do:

General coordination & administration:

• Responsible for coordinating Adobe signatures for the Executive Director, P&O on any legal documents including contract of employment, settlement agreement and amendment to terms and condition letters. Issue the document, track the return of signature acceptance and file accordingly.
• Track probation, flexible working trial periods and consultancy agreement start and end dates. Actively prompt line managers and issue outcome letters and monitor employee signature return to file
• Request approval from dept head, finance and P&O for extension to contracts, promotions, internal change as required.
• Issue extension to contract letters and track acceptance letters
• Issue leaver’s letter upon resignation or end of fixed term contracts (reviewing notice period and holiday entitlement)
• Issue extension and leaver’s letters for Consultants
• Coordinating and arranging collection of leavers' equipment, which includes partnering with IT
• Provide reference letters for existing/past employees, as and when requested
• Raise background checks and references on occasion and monitor progress for new hires
• Maintain a database of employee notice periods and contract type/date of contracts signed
• Verify right to work documents, monitor visa status and keep immigration log up to date, as required
• Monitor IR35 tracker and follow up with CPCL departments and JVs, when required
• Prepare and issue Consultancy agreements and assist business in conducting employment status checks where applicable
• Issue offer letters/Contracts for JVs, as required
• Review and update the Employee Handbooks across the company and JVs

Systems Database/Management Info

• Main point of contact to review P&O inbox, responding/escalating queries within 48 hours
• Processing of invoices for the P&O department, including redundancy/training invoices and setting up purchase orders through SAP Ariba where required.
• Responsible for maintenance of hard copy personnel/electronic files, ensuring files are up to date in line with file management procedures and GDPR
• Proactively ensure contracts/records/letter correspondence are signed and filed
• Archive employee hard copy leaver personnel files when required
• Input data on the weekly Starters & Leavers report
• Responsible for housekeeping of JV files, create and update benefit summary as required
• Ensure JV onboarding forms are up to date

Employee Relations:

• Provide employee guidance on Company policies referring to the Employee Handbook, escalate to Senior Manager, P&O or Executive Director, P&O accordingly.
• Monitor sickness absence report on a monthly basis and highlight employees who are due to exhaust OSP. Liaise with employee to ensure relevant sickness documents are provided and signpost as required to medical/benefit resources
• Raise occupational health assessments, as required
• Respond to flexible working requests, liaising with employee and manager throughout the process. Escalate to Senior Manager, P&O, if required.
• Update flexible working process stages via the tracker, follow up with the manager towards the end of the trial period
• Review and monitor temporary accommodations, escalating to Senior Manager, P&O if required.
• Conduct exit interviews, where required
• Liaise with employees during the redundancy process regarding outplacement/training services (where applicable). Keep track of external training services undertaken for finance reporting
• Coordination of outplacement/training invoices and related employee expenses, submitting invoices to accounts payable, following up on the process through to payment
• Update redundancy log, track consultation meeting dates, outplacement/legal costs and return of Company equipment
• Interface with payroll/Workday on redundancy leavers
• Note taker for performance meetings/redundancy meetings, as and when required

Compensation/Benefits:

• Meet with Payroll, Workday & Benefits team on a monthly basis to ensure accurate payroll information is processed.
• Meet with senior management in P&O and payroll to update on payroll changes for payroll sign-off
• Arrange meetings with employees as required to provide guidance on family -friendly policies, including maternity, paternity leave and shared parental leave.
• Support annual salary review and ASPIRE bonus cycle by scheduling meetings, updating tracker, reviewing existing contracts and issuing appropriate amendments to terms and conditions letters/contracts.
• Issue job title, line manager, promotion letters and extension to fixed term contract letters. Ensuring approvals are in place before paperwork is issued.
• Interface with Workday and payroll to ensure changes are updated/processed.
• Meet new starters to provide Company induction, where required

Other:

• P&O drop-in sessions, when required
• Ad hoc projects that may arise
• Other duties as reasonably requested

What you have:

• Typically, 3–5 years' experience in a HR coordination/administration role within a fast-paced organisation.
• Strong HR administration skills, or transferable experience from a legal or finance environment.
• Excellent organisational skills with high attention to detail.
• Able to prioritise and adapt in a dynamic, fast-moving environment.
• Proactive, collaborative and solutions-focused approach.
• Strong interpersonal skills with the ability to build effective working relationships.
• Maintains a high level of confidentiality, discretion, and professionalism.
• Supports the efficient delivery of the People & Organisation (P&O) function and provides excellent stakeholder support.

Knowledge of:

• Strong previous HR administrative experience in a similar role(s) is essential
• Understanding of HR total life cycle processes beneficial
• General knowledge of basic employment law beneficial
• SAP Ariba knowledge beneficial

Skill in:

• Experience of working with HR databases and online systems
• Highly proficient in Word and Excel. PowerPoint beneficial
• Tech savvy
• Highly organised and structured
• Excellent communication skills
• Pro-active approach
• Strong team player

Ability to:

• Adapt in a fast-moving, dynamic environment, prioritising and reorganising workload on occasion under time constraints
• Willing to take on a range of tasks as required
• Undertake necessary training, as required for new systems and tasks
• Communicate well both verbally and in writing
• Act with integrity and honesty, whilst maintaining confidentiality at all times

How we take care of you:

• Competitive salary, with annual bonus eligibility.
• A choice of comprehensive health plan options that fit your lifestyle, including private medical insurance.
• Rest and recharge during a week off during the winter holidays, in addition to the 25 days of paid annual leave.
• Participate in extensive learning & development opportunities at all levels, including curated instructor-led classes and high-impact online resources.
• Build your community by joining our Employee Business Resource Groups, and/or Sony Pictures Action – our racial equity and inclusion strategy.
• Access to an employee online store filled with a variety of discounted Sony products.
• Watch the newest movies and TV shows at our exclusive employee screenings at work.
• Entitlement to apply for an interest-free season ticket loan.
• Automatic enrolment in the Company’s Pension Plan
• Free counselling and advisory service.
• You will be automatically enrolled in the Company’s Life Insurance and Group Income Protection Plans, subject to any applicable service requirements.
• The opportunity to attend various social events in our state-of-the-art offices in Paddington.

In addition to the above, we have a range of other optional discounted benefits that are reviewed regularly (e.g., gym memberships, travel insurance, activity passes, car leasing, experience days and many more!)

If you require any reasonable adjustments with any part of the recruitment process, including the application or interview process, please contact us atuk_-_peopleandorganisation@spe.sony.com. Please put Reasonable Adjustment Request in the subject line of the email.

Sony Pictures does not allow audio recording, video recording or use of AI note-taking tools during interviews. Candidates requiring these tools as an accommodation during an interview should submit a reasonable adjustment request at the point they are invited to interview.

Sony Pictures Entertainment is committed to equal opportunity in all its employment practices, policies and procedures. No worker or potential worker will therefore receive less favourable treatment due to their race, age, creed, sexual orientation, colour, nationality, ethnic origin, disability, religion, gender, marital status or Trade Union membership (if applicable).