HR Coordinator – Universal Film Entertainment Group
Reports to – HR Director, UPCG & UPI and HR Director TVD & UPHE (Dual Reporting)
ROLE
We are thrilled to offer an exciting opportunity for a HR Coordinator to join our dynamic HR team in London, supporting the Universal Film Entertainment Group. This is a key role for someone passionate about people and HR operations, offering the chance to make a meaningful impact across fast-paced, creative businesses.
In this varied and rewarding role, you will provide exceptional HR administration and operational support to employees, ensuring smooth day-to-day HR processes. You will also support the VP Human Resources with administrative duties.
As the first point of contact for HR administration inquiries, you will be responsible for responding promptly and professionally to employee questions, providing clear guidance, and ensuring all requests are handled efficiently and accurately. This role requires a proactive, organised, and adaptable individual who thrives in a collaborative environment and enjoys supporting both employees and the wider HR team.
Key responsibilities include:
- Managing day-to-day HR administration and employee records with precision and confidentiality
- Supporting the HR Vice President with administration duties
- Acting as a primary contact for employee HR inquiries, delivering timely and professional support
- Collaborating with HR colleagues to ensure consistent and high-quality service across the organisation
We are looking for someone with strong organisational skills, attention to detail, and excellent communication abilities, who is eager to contribute to a vibrant, creative, and high-performing HR team.
Administrative Support:
- VP Diary management support. Organizing and rescheduling meetings for VP HR EMEA, providing availability and proactive planning to pre-empt and avoid conflicts
- Minute taking / Preparation & distribution of meeting agendas for regular HR meetings
- Organising logistics for team meetings and other related activities for the HR team
- Maintaining distribution lists, databases, shared drives
- Finance management: raising POs & processing invoices and expenses
- Supporting team lifecycle events: anniversaries, birthdays, arranging cards / gifts
- Other ad hoc requests: Booking couriers, coordinating IT equipment requests and assisting with travel arrangements for the VP and the HR Directors
Recruiting and Onboarding:
- Create new employee records via internal systems
- Create and maintain employee folders
- Prepare relevant letters and documents for new and/or existing staff
- Track and capture all visa and immigration related documentation
- Manage the probation reminders ensuring completion in collaboration with hiring manager
- Manage the off/boarding process, including completion of Exit Interviews
HR Processes:
- Process any system data changes, workflows & paperwork for life cycle events such as promotions and transfers, liaising with HR Operations & HR Connections where needed to ensure correct processing
- Organize, conduct and maintain data on leavers and exit interviews
- Accurately maintain and update employee database (SAP and myHR) and any other HR systems as required
- Maintain clear and accurate employee records
- Use HR systems to provide accurate reports and data to HR business partners and business leaders
- Check and process invoices
- Run/generate monthly and ad hoc employee data reports
Policies & Support:
- Be the main point of contact for policy queries (e.g. family friendly policies, absence management), and escalate where necessary
- Deliver high client service by offering solutions and effectively problem-solving questions or concerns raised by internal and external stakeholders
- Support wider HR project initiatives (Inclusion, Career Development, well-being etc)