Job summary:

You are known for your amazing organisational skills and ability to manage multiple requests and priorities. Not only can you multitask in a fast pace commercial organisation, your customer service skills are second to none and you love being the first point of contact. People gravitate towards you and your 1st class communication skills have created quick and long lasting rapport with those in the business. You don't shy away from data, reports, administration and making a process your own. You're super organized and therefore have the bandwidth to be proactive and use your initiative to streamline processes as well as getting involved in project work. You aren't precious about the remits of your job description and you love rolling your sleeves up to support the team wherever possible, because you love the exposure and diversity that brings.

Does this sound like you? If so welcome to the rare and exciting opportunity to join a large organisation with big name brands in an amazing industry. You'll work with a talented, innovative, fun & supportive team whilst get exposure to key HR processes and providing all round professional support to the HR function. You'll build and develop your HR skills & experiences.

Viacom International Media Networks UK & Ireland represents 20 channels that offer the very best in music, comedy and kids programming through its MTV, Channel 5, Comedy Central and Nickelodeon brands. The brands have been market leaders across the three primary genre groups for more than 10 years, reaching 22.9 million homes through SKY, cable and Freeview.

As the dedicated HR Assistant for MTV, Comedy Central and MTV you would work alongside a HR Advisor and report to the HR Business Partner for the Viacom Pay Brands (MTV, CC and Nickelodeon) specifically. However, you will also be part of the wider VIMN HR team and be expected to work closely with the 2 other HR Assistants to ensure consistency of admin processes across all the VIMN brands in London, along with working on projects as part of the wider team.

Key responsibilities:

New Starters/Changes/Leavers:

Issue contracts of employment, ensuring correct accompanying forms and documents are enclosed and returned
Meet all new joiners to ensure all paperwork has been completed correctly
Process Joiners Forms and P46/P45 to payroll
Manage the Leavers procedure ensuring employees are aware of payroll deadlines and that Payroll are aware of leavers details
Calculate leaver's holiday entitlements, inform them of the process of returning company property and ensure exit interviews are completed
Manage the timely communication of written changes to terms & conditions of employment (promotions, job title changes, etc.) with appropriate HOD authorisation
Complete the administration process regarding maternity leavers and returners

Payroll:

Ensure all payroll processes are adhered to, establishing an efficient transparent process that is understood by everyone in the HR department and that works well in the event of you being out of the office
Work with the HR Business Partner and Advisor to ensure all payroll information is captured, recorded and processed for payroll
Work to monthly payroll deadlines, ensuring all paper work is processed

HR Systems:

Manage PeopleSoft input, ensuring accurate and up to date data; work with the Compliance & Reporting Analyst to consider ways to enhance the system
Work with the Compliance & Reporting Analyst to ensure key management reports are accurate
Be the first point of contact for any PeopleSoft related queries from MTV, Nickelodeon and Comedy Central employees (i.e. relating to annual leave, unapproved absences etc.)

Induction
Support the HR Advisor in running MTV, Nickelodeon and Comedy Central specific inductions for new starters, with a view to running these independently
Liaise with L&D Coordinator to ensure all new starters are invited to and attend the Company Induction

Recruitment

Assist the HRBP with recruitment campaigns - arranging interviews/rooms for interviews, giving feedback, liaising with line managers etc.
Handle end to end recruitment process for junior level MTV, Nickelodeon and Comedy Central vacancies, working with line managers in the business to ensure adherence to the process and that a fair and objective recruitment process is carried out in accordance with VIMN process.
Support the HR Advisors/BPs in running intern assessment centres, and also lead on some of these

General Administration:

Ensure sufficient supplies of HR documents are available for use such as Flexible Benefits brochures, New Starter Packs, benefits documentation, eye care vouchers etc.
Ensure all new starters references have been requested and received in accordance with the company time framescompany time frames
Keep filing of letters and contracts etc. up to date to ensure the department is well organised
Process PO's through SAP as required
Ensure all data is provided to the Reward team in a timely manner to capture new additions and changes for Flexible Benefits
Ensure that all Personnel files and records are accurately maintained
Work with the HR Advisor to deliver sickness data, as well as entry and exit interview data for MTV, Nickelodeon and Comedy Central and other brands.
Monitor and liaise with line managers on sickness issues that are identified as part of the above
Respond to client base queries by phone, email or in person; assisting on those queries where possible or passing to the relevant team member
Update on a monthly basis organisation charts with employee changes and refer to HR Business Partner/Advisor for review
Assist HR Business Partner/Advisor with employee relations issues through note-taking and follow up documents
Send out mid and end of probation reminders to line managers
Complete and issue freelance contracts
Assist the Compliance & Reporting Analyst in developing PeopleSoft, to enable them to fulfil reporting requirements where needed

Ad hoc responsibilities

Provide administrative support to HR Business Partner/Advisor, and assist with ad hoc projects as required
Constantly looking for efficiencies in order to improve our HR processes

Role-specific skills/attributes

Solid administrative experience within a fast paced office environment
Strong IT skills (Microsoft Word, Outlook, Excel, PowerPoint and Database)
A desire to build a career within HR and or studying towards your HR qualification
Accuracy and excellent attention to detail are essential
Strong organisational skills
Excellent customer service and communication skills
Ability to follow business processes
Good telephone manner
Ability to use initiative
Discretion / Confidentiality
Ability to manage own workload on day to day basis
Proactive
Experience using PeopleSoft or another HR data base (desirable)