People & Culture Administrator

Role: People & Culture Administrator

Reports to: Store Manager/P&C Administration Coordinator

Purpose of role: Responsible for delivering the day-to-day P&C administration activity in store.

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 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 background or reference checks.
• Organise 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 programmes 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 organise 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.
• Coordinate the listening group meetings and support the Store Manager in preparing for and responding to colleagues.
• Support store recognition activities, including nominations and Store Manager review.
• Facilitate and encourage participation in the Primark Engagement Survey and monitor completion rates.
• Support Retail Management to hold colleague conversations on health or well-being issues.

• Performance Management (MYP)

• Monitor completion of the mid-year and end of year Make Your Primark review process.
• Provide advice and 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 documentation/written correspondence for the Retail Management team for Probationary periods and Performance Improvement Plans (PIPs).

• Talent & Succession

• Share feedback with the Store Manager on Retail Assistant talent and potential within the store.
• Carry out administration support for Retail Assistant Succession planning for Retail Management roles.
• Support the Store Manager with the Retail Management talent review process.

• Employee Relations

• Maintain colleague records (paper and electronic) in accordance with Country regulations (GDPR/Data Protection guidelines).
• Coach, advise and support Retail Management as a first point of contact on ER and absence queries.
• Support Retail Management in conducting disciplinary and grievance investigations taking notes as required.
• Preparing documentation required for ER investigation and outcomes.
• Provide guidance to Retail Management on the appropriate Return to work process and conversation in line with Country regulations.
• Provide advice and support to colleagues on P&C policies and procedures.
• Responsible for tracking ER cases and recording progress.

• Works Councils/Unions

• Support the Store Manager in providing information required for Works Council/Union meetings and activities.
• As required provide note taking support in works council/union meetings.

• 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.
• Build 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 your 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.

• Behavioural 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 organisation skills and a natural self-starter.
• Customer Experience: Use insights and data to influence store decisions that benefit the in-store Experience for our customers and Colleagues. Continuously seek to develop retail knowledge and awareness of people and culture practice and developments within the sector. 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. Identify opportunities to advance processes and procedures and bring forward innovative ideas that challenge the status quo.

• Technical Requirements of the Role-holder

• Experience working as a P&C Administrator or similar role.
• Attention to detail and accuracy.
• Excellent organisational skills, with the ability to prioritise 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 (country specific).
• Good analytical and problem-solving skills and an interest in developing commercial acumen.
• Retail sector experience desirable.

Our fashion isn’t one-size-fits-all and neither is our culture. Primark promotes equal employment opportunity, we strive to create an inclusive workplace where people can be themselves, access opportunities and thrive together. If you require extra support at any stage of the selection process, please get in touch with our team at removingbarriers@primark.co.uk.