This is a wonderful opportunity to join an ambitious, thriving and professional company, located in the heart of London. We started in 2009 and are now a 210 strong team working every day to embody our values: I ntegrity, D evelopment, E nergy, A chievement and S upport. Our head office is in Covent Garden, and we operate a 24/7 business out of nine communities across the city; (King’s Cross, St Pancras, Hoxton, Tower Bridge, Victoria, Vauxhall, City, Westminster and Battersea) with over 4,600 total beds. We opened urbanest Battersea in September 2024, one of the world’s most sustainable student accommodation buildings, and look forward to opening our 10th property, urbanest Canary Wharf in 2026. Our largest project to date with 1,784 beds, urbanest Canary Wharf will further enhance our sector leading status when it comes to sustainable developments. Our communities each have a unique feel with buzzing social areas and quiet study spaces for our residents, and we are proud to offer an amazing living experience with students who attend top universities such as King’s College London, the London School of Economics, University College London and New York University. We have a co-ordinated calendar of in-house events that helps students discover London and truly enjoy their time with us, ensuring urbanest has a positive impact during this developmental stage of their lives, serving us in our Mission: “To enhance university life by delivering responsible, sustainable communities across London.” At urbanest we are proud of our incredible work culture, and we all come together at different events throughout the year to celebrate our achievements. We are also pleased to offer numerous staff benefits, including discounted gym membership, travel to work/cycle to work loan, a generous company pension contribution, access to Wellbeing app Headspace, and more. Join us at urbanest and help us achieve our Vision of “a living and working experience better than yesterday; even better tomorrow.” Job Role Role & Responsibilities The People & Payroll Co-ordinator will be accountable for supporting the People Team to deliver operational excellence across all areas of employee lifecycle by taking ownership for the administration and facilitation of key areas - including (but not limited to) onboarding, payroll and benefits, Employee Relations and – where required recruitment. The role will also include involvement with ad hoc projects as required in line with the People Strategy and will be responsible for reporting and data management. The role will act as an important first contact point for employees at all levels and will be required to deliver an efficient and professional service in line with our company values The role will report to the People Operations Manager, whilst also supporting the Group HR Director with diary management and general administration. Employment Lifecycle Manage the end-to-end administration processes for all stages of the employee lifecycle from pre-employment checks, pre-boarding and on-boarding through to off-boarding. Carrying out a broad spectrum of activities across the People Team Information System - BambooHR; Company Intranet – intranest; reviewing the Power Bi dashboard e.g. delivery of tasks; absence data; retention/turn over & attrition; DBS applications etc and other associated platforms to enable full administration support across the employee lifecycle. Utilisation of templates to prepare e.g. contracts of employment, probation, promotion, change of location, line manager. Obtain necessary authorisation for recruitment of vacancies and change of terms by using BambooHR from specific management colleagues. Liaise with outsourced IT and referencing suppliers for e.g. setting up of emails, passwords, system access, DBS applications and employer reference checks. Shared People Team Mailbox Management Oversee the People Team inbox, ensuring timely and accurate responses, forward specific emails to relevant People Team colleague for action. Maintain a structured online filing system within the mailbox to allow easy reference and checking. HR Policies and Procedures Possess comprehensive knowledge of HR policies and procedures to enable you to provide accurate information and guidance e.g. absence types, discretionary sick pay; benefits – travel loans, gym membership, recruitment bounty, pension – opt in /out etc… Stay updated with any changes in HR policies and ensure they are communicated and implemented effectively. HR Information Systems Accurate and timely updates and maintenance of employee data – this data will drive the PowerBi Dashboard reporting. Diligence and accuracy are key with the data input. Individual and bulk data uploads. Manage the full employee lifecycle from onboarding to offboarding – using checklists and timely update of completion of tasks. Maintain, allocate and protect User profiles, making sure that users are assigned the correct profile for their access level rights. Support internal stakeholders to resolve any system issue e.g. booking holiday, reporting sick leave – all sick leave types. Payroll preparation and review Collect and co-ordinate the collection of relevant documents e.g. P45, signed contract of employment, recruitment & change of terms authorisation forms, HMRC new starter form and bank detail forms Prepare the payroll instruction (excel spreadsheet) e.g. inputting the starters, leavers, amendments to terms e.g. bonus, salary, change of address etc; staff benefits etc within set monthly timetable. Work collaboratively with the Financial Controller on the checking of data, reports and answering queries. Liaison with the external payroll provider – review of trial reports Support the People Operations Partner with the final stage of payroll review, queries etc. Accountable to the People Operations Manager on all aspects of the Payroll co-ordination Issue engaging communications regarding the monthly payroll timetable and payroll cut-off deadlines. People Team · Demonstrate positive energy, prioritising, and completing tasks within set deadlines. · Fostering a supportive and cohesive team environment. · Demonstrate/bring proven HR best working experience to this role. · Support the broader People and Culture team where needed – including with recruitment tasks from time to time (such as interview scheduling and CV screening). · Support the Group HR Director with diary management and meeting preparation where needed. · Apply previous knowledge to enhance current People processes and systems. · Always be curious and ask questions. Suggest potential ‘automate and simplification’ solutions to improve task efficiency etc. Benefits 25 days paid holiday Competitive Salary A discretionary annual bonus Travel & Cycle to work Loan Recruitment bounty when you refer a friend to the business Company pension contribution of 7% Support with health and wellbeing - The Gym Group discount, access to Headspace wellbeing app and 24/7 Employee Assistant Programme Staff parties Life assurance Perkbox - variety of discounts to use on a variety of different high street stores. Training and Development Due to the nature of our business and this specific role there are other adhoc tasks which occur throughout the annual lifecycle – this JD is not exhaustive.