JOB DESCRIPTION

JOB TITLE People and Culture Resourcing Senior Administrator FTC

JOB LEVEL: TBC

DEPARTMENT People and Culture

REPORTING TO HR Manager

JURISDICTION Guernsey / Jersey

OAK SUMMARY Oak Group is a leading provider of Fund Administration, Private Client and Corporate Services. The Group is headquartered in Guernsey and has offices in Jersey, Mauritius, and the Isle of Man. Our clients range across high-net-worth individuals, families, corporate institutions and asset managers. As of November 2023, Oak employs over 200 people, the majority of whom are qualified as accountants, corporate secretaires, and fiduciary professionals. We prioritise continuous growth and development of our people, recognising that their success is the foundation of excellent client service and business growth. Oak has a new ownership structure whereby it will be owned by a standalone company, Opera. The majority shareholder is Stephen Lansdown, co-founder of Hargreaves Lansdown, the U.K.’s largest stock broking firm and a member of the FTSE 100. Oak is privately owned with a fully-aligned strategy for growth and transformation. Our vision is long-term and extensive and will allow us to plot a strategic arc. Our holistic strategy includes investing into cutting edge technology and data management tools, investing into back-office simplification to improve client and employee experience, extensive training for our team, and continually enhancing our employee value proposition all to align staff and shareholder interest and fuel a constant drive for sustainable excellence and growth. Oak is committed to this exciting journey. JOB SUMMARY We are seeking a proactive and experienced People and Culture Resourcing Partner to support the administration and recruitment efforts of a dynamic People and Culture team. This role, offered on a 6- month fixed-term contract, will involve working with a small team across multiple jurisdictions. The ideal candidate will be an experienced HR professional with a background in recruitment or HR, preferably within the finance industry (or with transferable skills). They should be capable of working efficiently and independently, handling tasks such as administration, recruitment, candidate attraction, management, reporting, assessment, and onboarding. The successful candidate will be adept at building strong relationships quickly and leveraging technology to enhance workflow efficiency. KEY RESPONSIBILITES Candidate Management & Attraction

Candidate Screening & Selection: Manage the full recruitment lifecycle, including CV screening, interviewing, and shortlisting candidates, ensuring candidates meet the required skill set and cultural fit.

Candidate Sourcing: Proactively identify and source high-quality candidates for various roles across financial services, proactively using social media channels to promote the employer brand and current opportunities

Talent Pool Management: Build and maintain a pipeline of potential candidates for current and future roles, ensuring a quick response time when positions become available.

JOB DESCRIPTION

Third party Management: Manage relationships with recruitment agencies and external vendors,

ensuring quality service delivery and cost-effectiveness Internal Stakeholder management

Support the launch of the ATS (applicant tracking system) to the broader business (recruiting managers) and agencies – improving the efficiency of applicant tracking across all jurisdictions.

Recruitment Process Support the project to standardise and simplify the recruitment process across all jurisdictions. Developing assessment tools that can be designed once and deployed many times for similar roles

and running assessment centres/ interviews of high standard that are consistent with our brand.  

Recruitment Metrics & KPIs: Track and report on recruitment performance, including time-to-hire, cost-per-hire, and quality of

hire, to continuously improve recruitment processes. Headcount management – working with the business heads and ExCo provide monthly headcount

reports and forecasts.

Onboarding Support: Coordinate the onboarding process for new hires, ensuring all compliance requirements are met

and new employees integrate smoothly into the organisation.

Market Insight Market scanning – proactive market scanning for candidates to increase direct hire success and

reduce open vacancy time / time to hire Market trend analysis – understanding where talent hot spots are and capitalising on inside

information relating to movers, leavers, businesses etc. Networking activities – regular interactions with local talent, recruitment agencies and external

specialists to understand the talent pool, new and innovative methods in this area and be an active member of this community

Generalist support General supporting to a busy HR department with activities related to the employee lifecycle

including engagement, DE&I activities, Communication and Learning and Development.

KEY COMPETENCIES & SKILLS

Proactive and resourceful HR practitioner with previous recruitment experience Digitally savvy and able to use technology to support efficient and effective work practices Knowledge of local employment laws and regulations. A high degree of professionalism, confidentiality and discretion at all times. Ability to assist with problem solving. Active listening skills. Excellent verbal and written communication. Established experience of all Microsoft applications. Application of attention to detail in all aspects of the role. Ability to multitask and apply flexibility to working pattern. Established organisation and planning ability. Ability and drive to build strong working relationships with the function’s clients - internally and

externally.

JOB DESCRIPTION

Employee Signature: _____________________________________ Date: _______________________________

Employee Name: ________________________________________

KEY BUSINESS PARTNERS

All Oak colleagues MD & Directors Line Managers External business partners (ie recruitment agencies and training institutions)

JOB DESCRIPTION

Job title

Human Resources Administrator

Reports to

Human Resources Business Manager

Reporting to this position

None

Location of work

Co-operative House

Date effective from:

September 2023 Role Branding: 3

Role Purpose To provide timely, accurate and effective administrative support to the HR team

Providing a wide range of vital HR administration and clerical duties. Ensuring all

HR administration activity is executed in an organised and efficient way and in line

with employment and other legal requirements.

Society’s Vision To make a real difference to the communities we serve

Society’s Mission To develop and protect long-term member value

Society’s Values COOPERATION: embracing the co-operative principles in everything we do.

OPENNESS: honesty and trustworthy in what we say and how we behave. Being

prepared to listen.

PASSION: pride in our business, determination to succeed, radiating positive energy.

EMPOWERMENT: providing opportunity, encouraging contribution and involvement, believing in our people.

RECOGNITION: ensuring our colleagues are appreciated, valued and rewarded for their achievements.

MAIN AREAS OF RESPONSIBILITY

Recruitment process

• Monitor all incoming applications through Job’s inbox

• Proactively manage applicants’ recruitment journey on a timely manner

• Track and monitor recruitment process

• Follow up & closure of recruitment process

• Challenge and ensure all recruitment activity is compliant with legislation and other legal requirements

• Maintain paperwork in line with our retentions policy and GDPR

• Circulate weekly internal vacancy list

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Colleague life cycles

• Joiner process

• Due diligence - ensure that information given is verified, candidates have the right to work and are appropriately qualified, requirement specialist vetting is carried out, ie DBS checks, Risk Screen, etc

• Monitor and review References

• Ensure relevant document are scanned and kept up to date

• File Opening

• Prepare contracts of employment for HRBP’s to review

• Add new starters to Advanced HR

• Assist HRBP in probation process

• Assists with preparation of leaver documentation

• Prepare confirmation of resignation letters

• Supports with High Bradford factors and initiates investigations as and when required

General HR Administration

• Manage all HR administrative tasks and own HR Support inbox

• Assist colleague and management with general HR related queries

• Maintain and update DBS tracker

• Maintain and update the recruitment and new hire tracker

• Maintain tracker for Society pool car and all drivers vehicles

• Organise and maintain personal records – electronic and hard copy files. Ensuring everything is up to date

• Liaise with external providers – Back To work, Jersey/Guernsey Careers, Princess Trust etc

• Change of terms letters sent to HRBPs and colleagues

• Letter and e-mail drafting

• Preparation of training study agreements

• Co-ordinates length of service awards across both islands

Essential skills and qualifications

• Excellent organisational skills, with an ability to prioritise and manage conflicting priorities

• Willing to learn, ability to absorb knowledge and use their initiative

• Excellent administration skills

• Strong confident phone, email and in-person communication skills

• Strong attention to detail and accuracy skills

• Excellent interpersonal skills

• Methodical and proactive approach to duties

• Computer literacy (MS Office applications, in particular)

• Ability to work with confidential and sensitive information

• Sound understanding of local employment legislations

• Problem solving skills

Personal attributes:

• Flexible, friendly team member

• Ability to communicate positively and effectively

• Able to work to deadlines with focus on results and quality of service at all times

• Enthusiastic and self-motivated

Measures of Performance:

• Evidence of completion of administration to the standards set

• Feedback from Store Manager

• Feedback is positive/few customer complaints

HR Business Manager

Non Contractual - Job Accountabilities

Our HR Business Managers provide quality, reliable, consistent advice on all HR issues relevant to our

clients and their business environment. They have the experience to make customers feel valued and

don’t wait to be asked. From reward to employee relations, talent management to

organisational development, our Business Managers advice, support, coach and develop our clients

within all levels of their business.

Consistent and coherent in everything they do our Business Managers work closely with our business

stakeholders to deliver client company policies and schemes in a positive and timely manner. Business

Managers get involved in key HR and business projects to make the most of their exceptional

knowledge of HR practice and techniques. Able to hit the ground running and manage a multiple HR

case load, from business reorganisation to redundancy, from advising on grievances to disciplinaries,

and assisting with performance management to union negotiations, our Business Managers provide a

vital service to our clients.

In addition our Business Managers are regularly seconded to our clients’ businesses to offer support

on site, sometimes on a weekly basis. Duties here could relate to administration work right through to

creating or implementing HR strategy.

Our Business Managers may be required to line manage Business Partners, Administrators and other,

more junior, colleagues. Best practice line management responsibilities should be followed to assist

colleagues in their development (whether that include on the job training, attendance at seminars,

training sessions or courses, or more formal training such as CIPD qualifications), assessment of

performance, consideration of opportunities for promotion or additional award, whilst also managing

their conduct - dealing proactively with disciplinary issues. Business Managers would not be expected

to undertake such line management responsibilities however without being able to rely on support

and guidance from Directors and other senior managers who remain available to assist as required.

Main accountabilities

> To provide responsive, high quality specialist employment relations advice supporting clients

on all aspects of the human resources function with an emphasis on client’s taking

responsibility and ownership for decision-making involving people issues; > Ensure that the client’s portfolio and administration of all HR related issues are prepared,

produced and delivered on time, from offer letters, to contract of employment, from passed

probation letters to invite to disciplinary, and termination to severance letters.

Documentation is key to a successful defence and therefore we carry out all documentation

for our clients, so accuracy, update case law knowledge and the ability to multitask is essential; > Coaching/advising managers in the implementation of robust processes to facilitate client

responsibility for the management of people and ensuring that HR matters are effectively

dealt with; > To establish and develop a dialogue and relationship with clients to understand the key

performance issues and associated people requirements to meet both current and future

organisational challenges; > Developing, managing and implementing a range of HR policies, initiatives, work programmes

and specific projects within agreed timescales and budgets to support client’s objectives; > Ensure managers and directors of the client understand the company policies and procedures,

applying them fairly and consistently across the organisation;

> To attend client’s premise for consultancy work including but not limited to investigations,

disciplinary, grievance, consultation meetings and training; > To identify and support the client’s HR function or senior management team to successfully

deliver credible, customer focused, cost-effective and innovative solutions and strategy using

a range of techniques; > Consult and work closely with the client’s recognised trade unions to ensure positive employee

relations are maintained throughout the implementation of any cost reduction initiatives; > To measure the success of HR solutions and services in contributing to LAW’s effectiveness and

efficiency and attainment of overall objectives; > Seek to continuously improve the quality and value of the outsourced HR service provided to

clients; > Act as case handler for any tribunal or case management hearings; and

> To proactively, and in accordance with best practice, manage junior colleagues to aid them in

reaching the highest levels of performance and conduct.

The above tasks and responsibilities cannot fully encompass all that is required of the post holder. It

is expected that the post holder will undertake such other duties and responsibilities commensurate

with the salary and nature of the post.

Experience, qualifications and attributes required

> Experience in a range of HR environments / industries. > Knowledgeable in implementing legally compliant, commercially based HR solutions. > Able to project confidence and experience to clients. > Able to work on own initiative. > Client focussed. > Computer literate and conversant with MS office applications.

12 Month Fixed Term Contract – HR Manager

WORKING RELATIONSHIPS This role involves close and regular interaction with employees on the ground in Jersey at all levels, as well as with group-wide HR colleagues. The incumbent, based in Jersey, will report into the Regional HR Manager for Isle of Man and Guernsey, who based in Isle of Man and will also have close interaction with the local office Chairman based in Jersey. OVERALL PURPOSE This is a 12-month Fixed Term Contract role, with the purpose of covering Maternity Leave within the HR Team. The Human Resources Manager position will provide active support to the Jersey population in handling people and culture issues arising, supporting our centres of excellence (Recruitment, Group Reward and Learning and Development) with delivery on the ground, and ensuring the day to day administration and payroll functions of the department are operating in an efficient and effective manner. PRINCIPAL ELEMENTS AND ACCOUNTABILITIES Generalist HR Support

 Providing comprehensive generalist HR support to the Jersey Business, for all employee levels, ensuring compliance with local policies and procedures and the Jersey Employment Law and standards.

Recruitment Support

 Preparation of offer documentation

 Support the business and Talent and Acquisition Centre of Excellence, in the management of any temporary or permanent hires and processes including liaising with Line Managers and third- party suppliers.

Onboarding and Offboarding

 Follow the pre-screening process

 Ensure accurate and complete set up of new employee and leavers in our HR system and Payroll platform

 Support exit interview process; attend interviews, capture feedback, ensure leaver checklist and process is closely adhered to

Probation

 Liaise regularly with new employees during probation in line with procedures to ensure ease of transition into Firm

 Follow probation documentation process Employee Data

 Ensure regular maintenance and review of employee static data in our HR system

Payroll

 Preparation of payroll instructions file on a monthly basis, in accordance with the Jersey payroll procedures.

 Ensure administration function of payroll process is adhered to and documented on a monthly basis, meeting all required timeframes

Benefits

 Undertake benefit administration as required, relating to existing staff member amendments, new joiners and leavers

Management Information

 Run HR reports in line with calendar timeframes, i.e. objectives, sickness reporting, sense checking data

 Run ad hoc reports as required Administration Supervision/Management

 Ensure support and guidance is provided to the local HR Administrator on the ground, in terms of reviewing work, providing input and guidance on queries, setting tasks and reviewing them as and when required

QUALIFICATIONS AND EXPERIENCE Ideally hold 3 years+ HR administration experience Hold previous experience working alongside line managers and helping to actively guide leaders in relation to people matters Previous experience undertaking payroll administration, particularly around preparing monthly instructions and reviewing gross to net files Possession of CIPD Level 3 or equivalent advantageous Prepared to acquire business knowledge in order to support client needs SKILLS Ability to deal with management and staff at all levels Confidentiality and discretion are crucial skills Ability to deal with third parties in professional and confidential manner Demonstrate strong commitment teamwork and interdependency of tasks etc Proficient in MS Office Ability to lead/guide administration function on the ground COMPETENCIES AND BEHAVIOURS High emotional intelligence Strong organisational skills Excellent attention to detail and able to work to deadlines Team Player Good communication skills

JOB DESCRIPTION

Role title Senior Recruitment Advisor

Role location Jersey

Role requirements To provide a full global recruitment service to our hiring managers whilst working closely with the HR team.

Reporting Structure Reports into the Group Recruitment Manager

Principal duties To manage the end-to-end recruitment process in each of our locations including: • Manage job listings and monitor incoming applications via our applicant tracking

system • Meet with and build quality relationships with internal and external contacts

including partners, directors, hiring managers and agencies • Deal with queries relating to the recruitment process • Work closely with hiring managers to agree vacancy requirements, job descriptions

and approvals • Create and publish job adverts, fully utilising a wide range of platforms to advertise

roles • Source and connect with suitably qualified candidates • Screen and shortlist candidates and move them through the various pipelines

within our recruitment system • Manage employment offers to successful candidates, including negotiating

employment terms and finalising offers • Represent Carey Olsen at job fairs and careers events • Other ad-hoc duties as required

Professional qualifications/skills/ experience

• Previous recruitment experience is essential, ideally from a legal or professional services environment

• Familiarity with applicant tracking systems • Knowledge of candidate sourcing • Excellent oral and written communication skills • IT literate with a good working knowledge of Microsoft Word and Excel

Personal characteristics • Highly organised with the ability to prioritise and multitask

• Problem solving and results driven approach • Strong attention to detail • Able to maintain confidentiality • A diplomatic, friendly and team orientated approach

Conditions of work • 37.5 hours per week with 60 minutes for lunch – standard working hours are 9.00am to 5.30pm or 8.30am to 5.00pm

Remuneration/benefits • 25 days' holiday entitlement with the ability to buy / sell 5 days per financial year • A discretionary bonus scheme based on company and individual performance • Private medical insurance (From day 1 all previous conditions to be disregarded)

There is the option to add family members at candidates own cost • Permanent health insurance • Life assurance x4

JSPCA Animals'Shelter Role Profile

Human Resources Manager

Sa eJpelltt

An integral member of the management team, the HR Manager provides support to the

Organisation through the delivery of a professional HR service to managers and colleagues alike

You will work within the appropriate legislation and JSPCA policies, procedures and guidelines.

Areas of responsibilitv and deliverv:

Team Leadership and Development: You will be an excellent team player and will help create a great place for your colleagues (staff and

volunteers)to work.

You will support the leadership, management and development of the staff and volunteer team in

the delivery of their roles through the recruitment of competent and enthusiastic people following

established guidelines, legislation and best practice.

You will provide guidance and support tO managers and colleagues alike in respect of the full range

of human resource matters including performance management and training, absence management,

disciplina ry, grieva nce, remuneration and wellbeing.

Supporting the Business

Under the guidance of the CEO, and by planning and managing your day to day work in an efficient

way and communicating with colleagues you will ensure the most efficient use of resources. Your

duties will include:

o Recruitment and selection activities . HR administration and compliance

r Ensuring that staff data held and used by JSPCA complies with the requirements of Data

Protection Legislation. Develop retention schedules and manage the records accordingly

o Provide coaching and support in response to HR related matters to line managers and

colleagues

o Disciplinaryprocesses e Grievance processes

o Absence management r Performance management and training processes

o Management of contractual matters, including Handbook and Statements

o Remuneration o Training and development activities o Management of payroll & related activities

o Development of internal communication channels

o Supporting ongoing change management

Confidentiality: You will work with sensitive and confidential information on a daily basis and you will follow the JSPCA confidentiality and clear desk policies.

Working Safely and Securely: You will take reasonable care for your own safety and the safety of others, including the public, staff, volunteers and contractors, by complying with health and safety legislation and other related procedures to manage and minimise risk. You will undertake high quality Risk Assessments and Method Statements (RAMS) as required.

Reporting: You will proactively manage and provide appropriate management information and reports for the management team, Committee, and Remuneration Sub-Committee, ensuring consistency in the way in which information is collected and presented.

Governance & Record keeping You will continue to develop and maintain your knowledge of all areas of your role. you will ensure that adequate records are maintained in respect of all'HR related activities and that appropriate legislation is adhered to. You will play a part in therdevelopment and adherence of efficient internal operational controls and processes and support managers in respect of HR related ones.

Financial Procedures:

You will comply with all relevant financial procedures. You will strive to be efficient and ensure cost effectiveness in all the work that you do.

Supporting our Purpose You will wear your JSPCA identification with pride and enthusiastically provide information about the JSPCA to the public to foster a greater understanding and appreciation of our cause. you will help

ions, using JSPCA guidelines and as required

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Knowledge, Skills and exoerience needed

A recognised professional HR qualification (Level 5)

Previous experience in a Human Resources Officer or Manager role

Knowledge and understanding of local and UK employment legislation and best practice

Able to work on own initiative without immediate assistance from manager and take

responsibility for getting things done within agreed parameters

Excellent people and interpersonal skills enabling strong and effective working relationships with

both staff and external third parties.

Able to plan and organise self and others. '

Ability to work under pressure and to agreed deadlines.

Knowledge and understanding of Data Protection legislation and requirements.

Knowledge of relevant Health and Safety compliance requirements and best practice relating to all aspects of the job. Experience of assessing and managing operational risk relevant to the

role, including the production of risk assessments and method statements (RAMS).

Some knowledge and experience of managing delegated budgets.

Good team player.

lT literate and knowledge of HR and Payroll software

Full, clean driving licence is desirable.

Scope of the Role

Reports to: Chief Executive Officer

Working hou rs/Pattern : 30 hours

Line management: 0

Operating budget: No direct budgetary responsibility but may have delegated responsibility for some aspects of related budgets.

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Date of review: Oct2024