We have a current opportunity for a P&C Coordinator, Global Mobility and Immigration on a temporary basis. The position will be based Near Abingdon, Culham OX14 3DB. For further information about this position please apply.
Overall Purpose:
Responsible for supporting the Global Mobility Advisor in providing 360° secondee journey support, including welfare support, immigration advice, advice on relocation allowances, procedures, medical insurance, social security payments.
Project and HR coordinator of recruitment, secondee journey, invoicing and visitors coming to UKAEA.
Analytical mindset and Finance savvy, taking the lead on the finance coordination activities including requisitions, Pos, invoices and reporting. Pro-active approach to ensure the team remains compliant and all financials are managed in time. Key contact to the programs and Finance team.
Responsible for reporting, data accuracy, compliance and process alignment, works so the organisation remains compliant with immigration practices, researching legal and regulatory requirements with respect to UK immigration, contractual, social security, taxation, various secondment related insurances and GDPR compliance.
A member of the HR team, involved in HR activities and projects as required, taking an active role in delivering and developing an exceptional HR service to business.
Overview
Act as a first point of contact for enquiries about visits providing advice and guidance; liaising with other departments to discuss and progress documentation. Promote positive approach to EDI in all aspects of the secondment and visitor processes.
* Liaise closely with line managers, Business Continuity team and Department Secretaries on a wide range of different visitors (100s per year) who may need visa guidance, and special letters for immigration purposes.
* Register all secondees in a database including capturing EDI data (where available) and progress documentation as needed internally and externally. Prepare data for insightful analysis and reporting.
* Working with our external global mobility relocation company and other external service providers ensure the safe (GDPR compliant) transfer of personal sensitive information between the parties, flagging where best practice is not being followed by others.
* Check information carefully and prepare wide range of letters / forms/ and data including personal financial information about salaries, allowances, expenses, passport details and contractual information. Every situation is different depending on the country concerned.
* Escalate novel or complex requests to the Senior Global Mobility Advisor or Global Mobility Manager as they arise.
Project Coordination and Finance Coordination
* Support with requisitions, Pos and ensure invoices are raised and paid. Organise internal recharging for a wide range of financial situations related to secondments which requires a good understanding of the overall goals and the approvals process within the HR system.
* Ensure that Private Health Insurance enrolments/ refunds are up to date and paid efficiently.
* Constantly contribute to finding find ways to increase efficiency and deliver a positive and value-added programme for the secondees, visitors, managers and the organisation.
* Own the reports with data and be able to prepared reports that tell a clear progress story for stakeholders to follow
Planning and Recruitment
* When a secondment/ long term visit is proposed, find out enough information in order to 'categorise' what kind of visitor/ secondment it might be and sign-post to others where appropriate. (Escalate cases where complex)
* Advise on secondment advertisement process and arrange appropriate publicity of secondment opportunities to encourage others to put themselves forward for opportunities.
* Oversee the SmartRecruiter system and work with your GM Coordinator colleague on improving it for other GM related tasks
* Pro-actively work to ensure secondee recruitment is loaded to the system, approved and people hired against the roles. Work with program leads to report updates on recruitment status and highlight risks with not enough applicants.
Immigration
* Work with GM Advisor to provide advice and guidance for individuals and families working overseas and coming to UKAEA from overseas on matters including visas, residence permits, health insurance, travel and subsistence allowances, travel insurance etc.
* In relation to inward immigration to the UK, advise individuals, sending organisations and UKAEA line managers on the best immigration route for the type and length of activity. Support them through complex visa processes providing letters, guidance and information where needed. Where necessary manage UKAEA's sponsorship process for Temporary Worker Visas via the UK Home Office portal.
Process Improvement and Communication
* Support the maintenance of a cost sheet for secondment related, per country costs. Audit and update annually.
* Propose and implement process improvements, liaising with Finance, Procurement, Legal, Business Continuity, People Department and external third parties etc.
* Act as first point of contact for enquiries about visits and business travel and provide advice and guidance; liaising with other departments to discuss and progress documentation that are required.
* Participate in HR projects as and when required.
* Promote ideas to improve the secondment/ visitor experience for all parties
* Maintain strong working relationships with suppliers, and wider Global Mobility network
Essential Experience
* Ability to collaborate with external suppliers, project managers, and cross-departments to deliver overseas projects, ensuring immigration, and relocation, requirements are met.
* Strong in data analytics, enjoys paying attention to detail and able to communicate complex reports to anyone
* Project Coordination skills
* Passion for customer service and growth mindset. Clear and culturally adaptable communication style. Able to navigate diverse stakeholders.
* In-depth knowledge of various global business visas and UK immigration legislation, or ability to learn these.
* A discreet and confidential approach to sensitive and commercial information. Strong understanding of GDPR and data compliance
* An understanding of UK employment law concerning UK right to work and immigration legislation. Challenges practices that may not be in line with UK immigration legislation
* Able to advise all levels in the organisation on complex business visa routes
* Ability to interpret visa routes and international immigration legislation
* Interest in and ability to research information on immigration, relocation, and medical insurance internationally.
* Excellent IT skills, particularly Microsoft Office suite of software.
* Excellent planning and organisational skills along with an eye for detail.
Desirable
* Experience working in a similar role - HR, Global Mobility, Immigration, commercial or business.
* HR CIPD Level 3
* Project Management of small to medium sized secondment projects
Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.