HR Manager

Job details
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Job type

Full-time
Shift and schedule

Shift work
 
Location
Auckland City 1021
 
Full job description
Position Summary and Environment

The HR Manager provides HR services to two successful software development companies under the ICM Asia Pacific umbrella - Adaptiv and C3 Post Trade..


Adaptiv, is a leader in integration and data consulting, and with staff across New Zealand and Australia, delivers innovative solutions for NZ and Australian clients via cloud-based services. The second, C3 Post Trade (C3PT), provides after-trade data processing services to financial market participants, all over the world.


Both companies have distinct cultures but also have a large number of shared values and attributes, bringing them together to create a strong bond across the entire environment. The terms ‘Company’ and ‘culture’ in this position description encapsulate both companies.


The HR Manager works as a key member of the Company to champion Company culture, deliver superior and timely HR administration, advice and service that supports both employees and managers, as well as the achievement of the Company’s business objectives.


This position is a true generalist role and a vital part in driving and maintaining culture. With responsibilities across the entire spectrum of HR, from operational to executing HR strategy and projects. Positive and optimistic by nature, this position requires an HR Manager who can build and maintain strong relationships across a diverse range of people from all parts, levels and locations of the business to provide HR services and promote HR activities.


The scope for this role is broad and the HR Manager will be required to readily shift priorities and balance BAU work with HR projects. They will need to be flexible and able to work out of hours from time to time in order to liaise with our Australia and UK offices.


Significant Working Relationships


Internal

All staff and managers under the ICM Group (Adaptiv, C3 Post Trade & ICM)
Finance team
Infrastructure team
Project Management Office
UK staff and management
Marketing team

External (across NZ, Australia and the UK as required)

BambooHR Customer Support
Recruitment and consulting service providers
Job applicants
Legal and Advisory services
Immigration providers
Employment vetting services
Health and Safety service providers and equipment suppliers
Office suppliers and contractors
Other external providers as and when required for HR and office-related projects
Visitors to the office

Position Responsibilities


Culture & Engagement

Be an enthusiastic advocate for, participant in, and assist with the creation and execution of all engagement and culture enhancing activities throughout the business
Contribute to facilitating a healthy culture for all staff through proactively providing suggestions for improving the working environment
Provides guidance and advice to the HR Coordinator to drive, coordinate and organise Company social initiatives and events
Support the Executive team in achieving the ongoing desired Company culture through the implementation, assessment and review of such devices as culture / pulse surveys
Contribute to the implementation of strategies and initiatives to improve communication, employee engagement, and empowerment of management
Keep a pulse on the team culture through conducting quarterly 1-1s with staff, directing relevant feedback to appropriate channels as needed
Always conduct oneself as a role model of the culture, policies and expectations within the Company
Partner with Marketing to create and maintain appropriate internal and external social media activity

Employment Relations / Advice / Support

Provide timely and accurate assistance, advice and support to employees and managers within the business so they may effectively perform their roles, following initial discussion with Exec team members
Deliver high quality advice and assistance to managers in all areas of HR, such as (but not limited to) recruitment and selection, onboarding, exit practices
Keep abreast of employment legislation updates and changes to ensure any changes are followed by the Company as appropriate

Performance Management

Monitor new starters’ progress, liaising with managers to ensure review meetings occur and documentation is completed
Coordinate and drive the timetable, training and administration for the annual performance review process, and to ensure compliance from managers and employees
Work with managers and the Exec team to manage any performance management processes, including organising documentation and coaching managers and employees through the process as appropriate

Performance Counselling

Ensure the performance counselling process in the Employee Handbook process is followed, and the policy updated as required or as legislation changes
In consultation with the Exec liaise with managers regarding any formal disciplinary action involving an employee
Run employee conduct meetings and manage employees through disciplinary processes
Coach managers to effectively perform employee conduct meetings
Minimise any unfair/wrongful dismissal claims by exercising good judgement and providing sound advice
Refer any termination decision to the MD for approval
Refer all complex employee counselling issues to the Exec team for advice and support
Assist in the generation of performance counselling correspondence including warning and termination letters as necessary
Learning and Development

Continue establishing and maintaining a high-performance culture through the design, development, and maintenance of learning practices that creates a learning culture
Create training material and facilitate training sessions as required
Provide advice and support to managers and employees regarding employee development plans, capability development, undertaking needs analysis and creating training plans as required
Work with Managers to ensure Company profile bands / competency frameworks remain current or are implemented in new areas as required
Reward / Recognition / Remuneration

Plan, set up and manage the annual Remuneration Review Process for the Company. Carrying out salary research, drafting letter templates, proposing increases, meeting with the Executive team and managers to discuss and agree increases, drafting individual letters and sending them out to staff via the Company’s HRIS and liaising with Finance on payroll updates etc
Facilitating the Company’s service recognition awards program, from sourcing the gifts to arranging the presentation of them

Policy and Procedures

Work with the Executive team to establish and manage HR and Office policies and procedures and ensure they support business goals and comply with wider legislative and regulatory requirements
Work with managers and employees to facilitate understanding of and adherence to workplace practices and policies
Ensure excellent familiarity with all policies and procedures, interpreting them in response to questions from employees and managers and discussing queries with the relevant Executive team member/s as required
Develop improvements to policies and procedures to ensure they are current, easy to follow and supportive of business objectives
Ensure all HR (and relevant Office) policies and procedures captured in the Company wiki are up to date, reviewing them when prompted by the system and adding new pages / archiving old ones as appropriate

Business Improvement and Change

Identify and propose opportunities for continuous improvement to HR systems and processes
Contribute to the realisation of the department’s goals by facilitating supportive, timely and value-added solutions for the business
Through capacity planning activities undertake restructure processes as / when needed

Project Work

Contribute to and project manage any HR projects as requested; including project initiation/conception, planning and research, execution, monitoring and quality control, and post project analysis

Administrative Coordination and Support

Provides administrative support to the HR team as needed including creating and maintaining personnel files, ensuring relevant employee information is obtained and accurate, and access is granted only to appropriate staff
Perform HR administrative tasks as required, including routine tasks, filing and correspondence
Manage and oversee leave processes
Review monthly leave balances and work with managers to ensure leave balances are being managed and kept within the threshold agreed with Finance
Maintain organisational charts and other reference documents to ensure they are up to date

Recruitment and Onboarding·

Works alongside the Talent Acquisition Specialist to oversee and assist with any aspects of end-to-end recruitment and participating in various processes as needed
Involved in the placement of high quality employees who will maintain a positive culture of change and innovation
Prepare offers of employment
Assist with onboarding processes to facilitate system set-up, documentation and induction for all new starters.

Employee Offboarding Process

Oversee the offboarding/exit process
Through exit interviews collate reasons for leaving for reporting
Prepare turnover analysis reports and develop strategies to address turnover issues and improve retention as requested

Human Resources Information System (HRIS)

Assist with administration of staff accounts; setting up new accounts, managing all aspects of the system including security and making updates as necessary to reflect changes to employee information in an accurate and timely manner
Oversee the day-to-day implementation and management of HR systems, to ensure that they are efficient, useful and user-friendly for managers and staff
Ensure the HRIS is maintained through logging bugs and work requests to implement changes
Audit HR systems regularly to ensure that information is up-to-date and accurate

Communication and Reporting

Communicate updates any new information to the business – sign off from one or a mix of the Executive team
Generate ad-hoc reports as requested, and provide relevant information to business stakeholders to align HR metrics to wider business issues and information needs

Occupational Health & Safety

Manage and maintain Health and Safety processes and policies
Proactively identify H&S improvement initiatives to ensure a safe workplace
Proactively identify, plan, coordinate and sometimes facilitate activities in the Company’s ‘Thrive’ calendar of wellbeing activities including flu shots
Ensure the H&S policy (and related policies) are being adhered to throughout the organisation, undertaking updates as required and acting as a role model in demonstrating best practice
Maintain up-to-date knowledge of H&S legislation and ensure that this is communicated widely
Ensure all accidents, incidents, hazards and near misses are reported, recorded and investigated, and communicated or remedial action required is undertaken accordingly
Responsible for taking reasonable care to ensure own safety and health at work, and to avoid adversely affecting the safety or health of any other person at work
Takes on the role of Area Warden for the office and trains future wardens and deputies

Responsibilities on Demand

Due to the fluid and dynamic environment within ICM / Adaptiv / C3 Post Trade, additional or changed position responsibilities may be required at any time
Successful demonstration of change orientation is an ongoing responsibility for all ICM / Adaptiv / C3 Post Trade positions

Key Result Areas

Provides accurate, timely and professional HR services to all team members in the Company
All documentation is prepared and managed accurately and in a timely fashion
Meets deadlines and directs any concerns to the Executive team and CEO
Ensures all actions directly support the company objectives, values, polices and processes
Demonstrates continuous improvement across all aspects of HR – proactively updating documentation, coming up with new ideas and ways of doing things, and making improvements to existing practices/processes

Person Specification


Qualifications & Experience

A relevant tertiary qualification (e.g., Human Resource Management, Psychology, Management, Employment Relations)

Expertise

5+ years’ HR experience

Demonstrates experience in or understanding of:

HR practices, employment relations, employment law and regulations
Employee and HR administration
Aptitude for building relationships and dealing with people
End-to-end recruitment
Policy and procedure development and improvement
Dealing with sensitive issues, using discretion and utmost confidentiality
Management practices including performance management
Workplace Health & Safety
Microsoft Office suite of programs
Planning and organising and managing competing priorities
Accurate data entry and attention to detail

Personal Competencies/Attributes

Drive and ambition – is self-motivated, self-managing and highly proactive; committed to putting their all into the job every day and making things happen
High quality focus, with strong attention to detail
Delivers with impact - demonstrates strong organisation and planning skills
Strong resilience
Problem solving mindset
Innate sound judgement and natural role modelling attributes
Excellent written and verbal communication
Strong influencing skills
Excellent ability to listen along with strong interpersonal skills – be able to ask the right questions, gather information and use and apply this by being an integrative and independent thinker and use creative thinking outside the box
Optimistic and positive attitude
Charismatic personality and a sense of humour
Conflict resolution skills and the ability to stay calm
A flexible team player – being able to relate to all levels within the organisation
The ability to see the ‘big picture’
Total and complete professionalism
Integrity, honesty, trustworthiness, confidentiality and reliability