Job Description

Recruitment Coordination ● Support the recruitment process by writing job ads, managing job postings, conducting pre-employment checks, and collating all necessary employment and work eligibility documentation ● Act as point of contact for candidates throughout the pre-employment check process, providing timely updates and support as necessary ● Schedule interviews and liaise with hiring managers and candidates to coordinate interview times and locations ● Maintain accurate candidate register and files and prepare reports on recruitment activities, such as; source effectiveness, candidate feedback etc. ● Ensure all documentation is stored securely and in compliance with company policies and legal requirements ● Assist the Recruitment & HR managers with data analysis and reporting related to recruitment metrics and trends ● Continuously seek ways to improve the efficiency and effectiveness of the recruitment process

Employee Documents & Onboarding ● Prepare and send out employment agreements, letters of offer and onboarding documents for new employees ● Generate employee documents as required (i.e. variation letters, salary change letters, acceptance of maternity leave letters etc) ● Action assigned business processes within Workday in a timely manner ● Ensure all the appropriate approvals are evident and details aligned before processing any requests for employment agreements and employee documents ● Monitor all external employee forms, such as; Kiwisaver, IRD & Union to ensure we continue to use the most up-to-date version ● Maintain and update all employee records, including Job Descriptions using appropriate and consistent naming conventions to ensure accurate filing at all times ● Conduct onboarding check-in conversations with new starters within the first 0-12 months of tenure ● Maintain and update new starter spreadsheets and send out onboarding ‘Welcome Boxes’ to all new starters

Employee Benefits ● Manage and coordinate the Company’s Southern Cross programme ○ provide monthly new starters and termination report to Southern Cross ○ ensure employees are aligned to the relevant approved plan ○ maintain up-to-date collateral ○ regularly follow up with Southern Cross to identify any issues connecting or setting up new employees ○ establish a report on statistics to measure the ‘uptake’ of the benefit and membership usage (SX should be able to provide this) ● Manage and coordinate the Company’s Employee Assistance Program ○ maintain and distribute up-to-date collateral ○ regularly share to all employees via the HR Mailbox or U+ EAP wellbeing tips as received by our Provider ● Long Service Leave (Anniversary) - Monthly ○ each month, prepare and distribute Long Service Certificates to Line Managers for the month ahead ○ create a monthly sheet for long service payments and submit for approval, once approved forward to payroll for processing ○ coordinate payments dates with payroll and Line Manager to ensure anniversary is recognized prior to payment being processed

HR Reporting ● Update on a as-you-go basis all HR registers / statistical reports, such as; new starters, exits and variations to employment ● Assist with the collation and preparation of regular HR reports as requested by the HR Manager, or other Senior Managers

Exit Interviews ● Conduct Exit interviews with as many departing employees as possible ● Escalate any serious concerns raised immediately to the HR Manager ● Create and maintain a monthly report to identify areas of concern and trends

General HR ● Monitor and manage HR group mailboxes, including acknowledging and responding to standard admin actions/queries and/or escalating where appropriate ● Assist the Payroll and Recruitment Teams with queries as they arise ● Provide local assistance and coordination for training activities as required by L&OD Manager, Pacific ● Provide content for HR Communications, such as; TownHall / ToolBox presentations/meetings ● Build effective working relationships with all business leaders and the local HR Team to maintain proactive communication to ensure all actions and queries are resolved within agreed timeframes ● Support the HR Manager with investigations or reviews into employee data as required

Projects (Adhoc) ● Support the HR Transformation & Shared Services Manager with project initiates and activities as required ● Review Company policies and procedures as required and make recommendations ensuring legal compliance ● Identify and initiate opportunities to promote employee engagement and/or community focused activities across NZ and Fiji, taking into consideration the remoteness of the majority of our workforce