Office and People Administrator

Roles & Responsibilities- On-site 1st line HR support for Ocado employees and line managers- Set up and consolidate time and attendance, shifts, benefits and variables for Payroll partnering with the third party provider - Train managers to use T&A system- Manage employee benefits, monthly top-ups in ticket restaurant, and new hires' registration in medical insurance, life insurance and other benefits- Prepare all the required documentation for new hires and leavers with the support of an external third-party; contract, tax models etc.- Lead the delivery of new hire Induction sessions, onboarding, interviews or any other activities related to the onboarding journey of the employee, provide EPI (protection equipment)- Coordinate Health & safety training and mandatory medical checks for employees with the external third party- Maintain compliance with local employment laws and regulations- Maintains the internal Employee Hub up to date with all the relevant information- Provide people managers support on a wide range of HR topics, including absence management, employee relations, local legislation and Internal policies' visibility.- Maintain employee data on Workday, or any other relevant system- Coordinate reception, security and any other provider of the place of work to provide the right experience to our employees- Ensure that our facilities within the place of work are all functioning to a good standard.- Manage our external providers: These may vary over time as the needs of the company might change, but it includes, cleaning, health and safety, facility management, furniture and office material- Purchase groceries, stationary and other ad-hoc items, keeping the purchases within budget, ensuring company purchasing processes are adhered to and an audit trail is maintained. Manage expenses of company card- Provide administrative support to employees for travel booking, both for our employees and for employees from other parts of Ocado visiting the CFC. Request for allowance according to our travel policy - keep T&A tracking - support on expenses - communicate with the mobility team.- Ad-hoc collaboration with other international central functions when required. Such as learning and development teams or other business support areas.- Follow office administration and purchasing processes (while looking for areas and tools to improve).- Invoices and bookkeeping- Raising Purchase Orders in our ERP- Warehouse support (ordering from non-referenced suppliers, inventory)- Perform various duties prioritising according to business needs- Maintain and update social data dashboards (work stoppages, overtime tracking, late arrivals, residence permits)- Provide support to the Project team : manage bookings (flights, hotel, cars), site induction, reception of deliveries, raising purchase orders and invoices payment.- Creating and maintaining social dialogue

You may be asked to perform tasks as required by management deemed as a reasonable request. This job description is a summary of the typical functions of the role, not an exhaustive or comprehensive list of possible role responsibilities, tasks and duties.

Knowledge, Skills and Experience- Excellent written and verbal communication skills (English & Spanish).-
- A customer-focused mindset and dynamic person.-
- High adaptability and will to learn.-
- Excellent stakeholder management, relationship building and networking skills.-
- Experience in Office Management (e.g. budgets, managing providers, running an office).-
- Spanish labour law-
- A champion of the culture of Ocado.-
- Self-motivated, able to deliver under deadlines and multi-task under pressure.-
- Highly organised and resilient with an eye for detail.-
- Strong organizational skills, with the ability to prioritize.-
- Able to successfully work autonomously and in a team environment.-
- Experience working for an international, matrixed organization is preferred.-
- A proactive, pragmatic and creative approach to problem-solving and developing new processesDesirable- No specific qualifications are required, though a previous experience in People relations, Office Management, Business Administration or any related field would be an advantage.-
- Experience working in a similar role in an international company