Human Resources Manager, British Embassy Madrid

Job Description (Roles and Responsibilities)

The British Embassy in Spain is part of a world-wide network, representing British political, economic and consular interests overseas and is now recruiting for the position of HR Manager, based in Madrid, Spain.

The job holder will lead the Spain HR team to provide an expanding range of services to the Spain Network (approx 300 staff) both UK based, and country based.

HR specialist contribution to the Spain Network Board of Management. Legal coordinator with HLA and CSD.

People Survey coordinator for Spain Network. Welfare, Fairness Champion, Safeguarding Officer and MHFA trained point of contact. Liaison point of contact for HR Hub, Spain leadership team and CSD.

**Roles and responsibilities**:
**MFA liaison**:
**Language Training Officer and Examinations Officer**
- Exams
- Language training - Process language tuition claims and keep records updated. Organise classes for UK based staff, coordinate teachers, cancelations and organise immersion training.

**Induction coordination point for new UK arrivals and departures for Spain**:

- Lead on HR induction, delegating induction tasks within the team to ensure induction plans are available to all to Line managers and supervising their completion. Co-ordinate arrival and departure reports, banking information and letters, personal details forms, personal files (on paper and electronic). Coordination of heavy baggage and UAF. Keeping access database on UK based staff. Coordinate arrivals and departures with other HR officers, assisting CSD with succession plan. Lead with CLO on UKB induction events.

**HR Spain Manager responsibilities**:

- Leading weekly meetings with HR hub to discuss all recruitments and changes.
- Coordination with payroll provider APSE - payroll (incidencias, DO, cold calls, parking, nocturnidad, overtime, mileage, excellence awards, bonus etc) - staff contracts, upgrades, dismissals, end of contracts. Induction of new CB staff. Supervision of contact with HR Hub on recruitment processes, new staff, new employee information for HR and Security Officer.
- Preparation of contracts and LOA for CSD signature.
- Preparation of induction packs with HR team.
- Liaising with CSM and Consular budget holder on preparation of monthly previsiones and baseline with payroll company, ensuring both parties are informed at all times of all changes in staff and recruitment processes. Control of deputising and probation periods.
- Lead point of contact for HLA and liaison with CSD about all labour legal issues and general procedures. Supervision of recruitment of interns (communication with universities and preparing agreements with universities, advertising through platforms).
- Leading the negotiation with private medical insurances (Adeslas, Asisa and Sanitas) for both UK and CB staff ensuring best price.
- Performance Management - supervision of appraisal process and filing, secretary to the calibration committee for final appraisals and goal setting committee review.
- Supervision of payments for Honorary consuls, annual monitoring to report to CROM. Supervision of the reminders to staff about annual tax papers and collection of responses.
- Ensuring all pf files are up to date and supervision of CS assistant input.
- Collection of departure certificates and carrying out exit interviews where necessary.
- Keeping management updated on exceedance files.
- Supervision of campaigns for collection of JDs for all staff.
- Keeping sick leave reports up to date and processing maternity/paternity leaves.
- Supervising staff rotation and headcount reports up to date and give to CSM for payroll and bonus payments. HR lead on HERA.
- Coordinate MATLs and ensure wellbeing and smooth logistics.
- Advisor and liaison with universities on intern recruitment and contracts.
- Coordination of redundancy and outplacement training.
- Be prepared to be the Embassy Welfare Manager in a crisis situation.

**Supporting CSD**:

- L&D - coordination with other HR officer if cover is needed
- H&S - coordination with other HR officer if cover is needed
- Review and update HR/CS policies
- Implementation of local tax issues with DHM

**Wellbeing officer**:

- Fairness Champion, MHFA officer.
- Supervision that all health and safety areas are covered in HR-by-HR officer - point of contact for all Fremap issues at post, annual and new office inspections, medical check-ups, work related accidents, pregnancies, health and safety training coordination, keeping first aid kits complete and revision every 6 months. General vaccination campaigns for LE and UK based staff. Keeping a record of medical supplies at post for UK based. Health and safety mandatory training organising

**Ad-Hoc responsibilities**:

- People survey coordinator, assisting with CBSC elections and partial elections, performance management champion for Madrid.

Essential qualifications, skills and experience
- Minimum 5 years experience in HR management in public sect