HR Coordinator EMEA (Fixed-term 9 months) in London

Contract duration: 9 month Fixed Term Contract

Reports to: HR Advisor

Location: London – Moretown

Working hours/pattern: Open to Full-time or Part-Time, Monday to Friday, 40 hours per week excluding lunch breaks. Minimum 20 hours per week with days to be agreed. Hybrid working pattern, 2 days per week in office.

Travel required: Possible travel – UK and Europe offices

Position Overview: The HR Coordinator plays a pivotal role in supporting the EMEA HR department through a range of administrative and operational activities. This position is essential for ensuring the smooth and efficient delivery of HR processes and contributing to a positive employee experience. The role is dynamic and fast paced, requiring adaptability and the ability to collaborate with employees, managers, and HR professionals across different functions and countries. This is a varied coordination role that requires initiative, strong communication skills, and a proactive and solutions-focused approach. You should be comfortable working with multiple priorities, navigating changing demands, and supporting the accurate and efficient delivery of HR processes and documentation.

Key Responsibilities

• Manage the EMEA HR inbox, responding to routine queries and escalating complex issues to the relevant HR team member as appropriate;
• Support managers by providing guidance and support on HR policies, processes and procedures across the employee lifecycle;
• Maintain and update HR template letters and documentation;
• Coordinate onboarding and offboarding processes, ensuring a smooth employee experience;
• Contribute to the planning and delivery of induction and orientation sessions;
• Support probationary processes by tracking timelines, flagging issues, and ensuring appropriate follow up actions are taken;
• Assist with Employee Relations processes, including setting up meetings, preparing documentation, and taking notes during meetings and investigations;
• Act as key HRIS user supporting data accuracy, running periodic reports, and assisting regional teams where needed;
• Support HR, payroll, and benefits administration processes as required;
• Assist in managing family friendly leave processes including maternity, paternity, shared parental leave, and adoption leave;
• Collaborate with other HR colleagues on projects and wider team initiatives;
• Maintain strict confidentiality and professionalism in all HR matters;
• Undertake additional duties and support ad hoc HR projects as required.

Skills and Experience

ESSENTIAL

• Proven experience in an HR Coordinator, HR Operations, or similar administrative role;
• Familiarity with HR systems and core HR processes;
• Exposure to employee relations matters with the ability to provide administrative and coordination support;
• Good understanding of UK Employment Law;
• Strong stakeholder management and relationship building skills across multiple levels of an organisation;
• Highly organised with strong planning skills, attention to detail, and the ability to manage competing priorities and deadlines;
• Proactive, solutions-focused approach with the ability to adapt to changing priorities and ambiguity;
• Comfortable working within a multicultural and fast-paced environment;
• Strong communication skills, with the ability to work independently and as part of a team;
• Competent in Microsoft Office (Word, Excel, PowerPoint, Outlook).

DESIRABLE

• Fluency in a European language (particularly German, French, Spanish or Dutch);
• CIPD Level 3 (or working towards);
• Degree in HR, Business, Administration, Psychology, Languages, Psychology or related field (or equivalent experience);
• Awareness of International Employment practices and working across multiple jurisdictions;
• Experience of working in a highly confidential environment.

Benefits:

• Hybrid working model
• 25 days annual leave plus bank holidays
• Private healthcare (single cover)
• Auto-enrolment pension scheme (3% employer contribution / 5% employee contribution)
• Life assurance (4x annual salary)
• Eyecare vouchers
• Enhanced sick pay and family leave
• Perkbox rewards & benefits platform
• Employee referral program
• Recognition awards (Above & Beyond)
• Long service awards

About Us

CIBT is a leading global provider of immigration and visa services for corporations and individuals, operating in 25 countries worldwide. With more than 30 years of experience, CIBT is the trusted service provider to many of the world’s leading companies, including a majority of the Fortune 500. CIBT delivers a comprehensive suite of services through two primary brands: Newland Chase, a wholly owned subsidiary specializing in global immigration strategy and advisory services for corporate clients worldwide, and CIBTvisas, a market leader in business and travel visa services for both corporate and individual clients. Through its global expertise and extensive network, CIBT helps organizations and travelers navigate complex travel and immigration requirements in a fast, convenient, and secure manner.

Equal Employment Opportunity

CIBT is committed to building a diverse, equitable, and inclusive workplace where all employees and applicants are treated with respect and dignity. We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, ethnicity, national origin, religion or belief, sex, gender, gender identity or expression, sexual orientation, age, disability, medical condition, marital or family status, veteran status, genetic information, or any other characteristic protected by applicable local law. CIBT is committed to providing reasonable accommodations throughout the recruitment and employment process for individuals with disabilities or other accessibility needs. If you require assistance or an accommodation, please contact us at GlobalRecruiting@cibt.com.