People Coordinator

The Role

To provide an efficient and effective support service to the People team and the RFU through:

• Supporting managers and colleagues through the entire employee lifecycle
• Operational and administrative advice and support
• First line employee relations advice and guidance
• Expert maintenance of People systems ensuring data integrity
• Continual improvement in the People service provision
• Contributing towards the effective delivery of the People Plan

The Team

Our People Team of 13 spans Operations, Internal Comms & Culture, Recruitment, Reward, and Payroll. Together we are responsible for building a seamless and supportive journey for every RFU colleague, helping us create high-performing and winning teams both on and off the pitch! As a team, our culture is fast-paced and deeply collaborative – we’re a group that leans in, shares ideas, and ensures every voice is heard. We do this by living our RFU values every day: we Put The Team First to stay connected, Shape The Future by always looking for better ways to work, and Respect Each Other in every interaction.

Some key responsibilities include:

• Managing the on-boarding process for new starters, including taking new starters through the ‘first day’ People induction (ahead of the official Welcome Day) and answering questions where necessary.
• Preparation of offer letters and contracts.
• Managing the leaver process, including undertaking exit interviews across the business.
• Escalating any complex matters to the relevant People team member.
• Pre-employment screening for new candidates including right to work checks in line with UKBA guidelines.
• Maintaining employee records and electronic files.
• Ensuring prompt and clear communication on new starters and leavers to relevant internal departments.
• Supporting the People Advisors with grievance, disciplinary and capability procedures.
• Supporting the People Advisors with recruitment campaigns, including updating job descriptions, posting adverts on LinkedIn and supporting with interviewing process when needed.
• Supporting managers with the engagement of casual workers including end to end process using our internal recruitment system.

• Being an expert user of the HR systems, namely Oracle, to ensure that employee data/records are 100% accurate.
• Managing Oracle processes and reporting and liaising with other departments e.g. Payroll and Technology to ensure that people are paid correctly and join and leave in a timely manner.
• Proactively working with the wider team when required to ensure Management Information is up to date and accurate.
• Support system upgrades with UAT scripting and testing.
• Work with Finance to ensure organisation/budget changes are reflected in Oracle.
• Training end users to utilise new functionality.
• Communicating new functionality/changes that impact end users.

• Providing administrative support to the People team.
• Providing support to line managers to enable them to deal effectively with a range of scenarios in line with RFU People policies, encouraging best practice at all times.
• Leading on and/or contributing to People projects in line with departmental objectives and the RFU’s People Strategy.
• Updating and maintaining organisation charts.
• Support and lead the efficient completion of both internal and external audits.
• Producing and updating departmental forms, guides, packs and general documentation as required.
• Processing and maintaining current DBS records for relevant employees.
• Complete monthly reporting for on new starters and leavers and ensure records are updated and maintained as per GDPR guidance.
• Providing administrative support for Reward activities, including updating Reward content on the staff intranet and Viva Engage, responding to Reward related queries and tracking and sending out ad hoc, nominated recognition awards.

As an RFU employee, you will:

• Actively collaborate with colleagues to contribute to the development and delivery of the current strategic, business and operational plans.
• Act as an ambassador for, and promote the best interests of the RFU, including the promotion of our culture and core values – This Rose Means Everyone: Put The Team First, Shape The Future, Respect Each Other.
• Undertake other duties as may be required from time to time as are consistent with the responsibilities of the post and the needs of the organisation.

• Credible experience in an administrative capacity within an HR/People team.
• Previous experience of maintaining a database and producing reports (preferably using Oracle).
• Experience in a customer facing/service environment, providing basic HR advice and support.
• Previous experience of producing detailed and accurate contractual documents and written communication.
• Able to demonstrate exceptional time management, planning and organisational skills and apply this to systems and processes.
• Able to demonstrate a thorough approach to work, showing impeccable attention to detail and work accuracy.
• Able to establish and maintain positive working relationships with colleagues throughout the organisation.
• Articulate communicator at all levels.
• Confident and authoritative manner when handling sensitive professional issues.
• Thrives when accountable and responsible.
• Demonstrates a caring attitude and personal disposition in addition to effective listening skills.
• Must be “customer service” driven, with an orientation towards providing a consistent, high quality service at all times.
• Demonstrates understanding of People policies, processes and systems, while proactively keeping up to date with legislative changes.
• Must maintain confidentiality and handle highly sensitive material with discretion.
• Committed to embodying the ethos our culture by using our three core values – Put The Team First, Shape The Future, Respect Each Other – to guide your day-to-day decisions, actions and interactions.
• Committed to actively contributing and building an inclusive culture in your role and day to day behaviours.