Job Description

Position purpose

The People Hub Coordinator provides responsive, accurate and confidential coordination and administrative support across the People Hub. The role manages multiple shared inboxes, triages and allocates enquiries, maintains records and documentation, and supports the Employee Relations Advisors and General Manager, Employee Relations to deliver a timely and consistent service to leaders and team members.

The role may also provide broader administrative and coordination support to Recruitment, Remuneration and the broader people team from time to time, based on business priorities.

Key accountabilities and responsibilities

People Hub inbox and enquiry coordination

• Monitor and manage multiple People Hub and Employee Relations shared inboxes, ensuring enquiries are acknowledged, categorised, prioritised and allocated promptly.
• Identify urgent, sensitive or high-risk matters and escalate them immediately to the appropriate Employee Relations Advisor or the General Manager, Employee Relations.
• Maintain clear inbox workflows, folders, labels, templates and tracking processes so that requests are visible, controlled and followed through to completion.
• Provide professional, customer-focused responses to routine enquiries within the role’s level of authority, using approved guidance and templates.
• Maintain confidentiality and exercise sound judgement when handling sensitive employee and business information.

Employee Relations administration

• Provide day-to-day administrative support to the Employee Relations Advisors and General Manager, Employee Relations.
• Create and maintain case records, letters, reports, correspondence, file notes, meeting documentation, action logs and supporting materials in the approved systems and folders.
• Responding to key stakeholders with queries and provide general advice on where to access policies and procedures to support the business.
• Support accurate reporting by maintaining case data and producing regular or ad hoc activity reports as requested.
• Maintain the People Hub’s templates, guidance materials, policies and document libraries, including version control and archiving.

· Review updated visa documentation received from team members and stakeholders, ensuring relevant systems are updated and documentation is maintained within employee files.

· Conduct visa reporting and compliance activities to ensure visa records remain current, accurate and compliant.

· Identify and refer visa sponsorship enquiries to the appropriate Employee Relations Advisor.

General coordination and administration

• Provide diary, meeting and workflow support as required, including agendas, minutes, action lists and follow-up reminders.
• Complete accurate data entry, document formatting, scanning, filing and general administration within agreed service expectations.
• Identify opportunities to simplify administration, improve the employee experience and strengthen consistency across People Hub processes.
• Build effective working relationships across the People team and with leaders, team members and relevant support functions.
• Contribute to People Hub projects, process improvements and peak workload activities as required.

Broader People support

• Provide administrative and coordination assistance to Recruitment and Remuneration activities from time to time, including document preparation, scheduling, records maintenance and workflow support.
• Work flexibly across the People function when priorities require additional support, while maintaining the service needs of the Employee Relations team.
• Undertake other reasonable duties aligned with the role’s capabilities and business requirements.

Qualifications and experience

• Experience in a coordinator, administration, shared services or People/HR support role is preferred.
• Demonstrated experience managing shared inboxes, competing priorities and a high volume of administrative work.
• Experience handling confidential or sensitive information with discretion.
• Proficiency in Microsoft 365, particularly Outlook, Word, Excel, Teams and SharePoint; experience with HR or case management systems is advantageous.
• A qualification in Human Resources, Business Administration or a related discipline is desirable but not essential.

Capabilities and personal attributes

• Highly organised, with the ability to prioritise, multitask and follow work through to completion.
• Strong attention to detail and commitment to accurate records and high-quality documentation.
• Clear, professional and approachable written and verbal communication.
• Sound judgement, including recognising when a matter requires urgent escalation.
• Service-focused and responsive, with a practical and solutions-oriented approach.
• Comfortable working in a fast-paced environment with changing priorities and multiple stakeholders.
• Collaborative, reliable and willing to support the broader People team when needed.
• Committed to confidentiality, integrity, inclusion and respectful workplace practices.
• Able to work effectively from the satellite office while maintaining strong connection and communication with the broader team.