VTH - Employee Relations Coordinator - Oceania - Supervising Associate

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Job Summary:

Talent Shared Services (TSS) is a core service line within the Global Delivery Services organization, providing multiple HR support services including Recruitment support, Onboarding support, People Data Administration, Learning Administration, Cross Border Travel, Global Mobility and Performance Management support to EY member firms. TSS provides services to country, sub-area, area and global people teams and other EY stakeholders involved in HR, L&D and recruiting transactions and associated administration, reporting and people infrastructure. These services are delivered from our centres in Dalian, China; Kerala and Bangalore, India; Wroclaw, Poland; and Manila, Philippines. TSS team delivers consistent, high-quality and operationally efficient HR transactional services to EY through a globally efficient and effective network of GDS centres.  

Virtual Talent Hub (VTH) for the respective function is an integral part of TS service offerings where the extended delivery model is used along with high-quality skills and competencies delivered virtually. This is across service lines and regions – delivering non-repetitive project-based work through skilled, agile teams. The team in the virtual hub is an extension of the regional talent teams and will cover operational/non-transnational scope.

Talent Operations VTH supports a specific Region and acts as part of the extended Region Talent team. VTH works in a fully integrated way with onshore colleagues participating in meetings, projects and planning activities as part of one team. The Team supports the region in performing operational and administrative tasks to allow the onshore team to focus on consultative and strategic activities based on the priorities of the Region. 

This role will directly work predominantly with the Oceania Employee Relations Team and be responsible for the delivery of critical activities and tasks involved in supporting employee relations (ER) case administration, data entry and record keeping, report creation, documentation review and creation, and support for team operations. Support will be required on other tasks and projects as required.

Should have a professional attitude to deal with highly confidential and sensitive information. Ensure compliance with Data Privacy and Protection within local, regional, and global guidelines. Adapt to a constantly changing legal framework and growing business environment.

Shift: Aligned to the shift timings/schedule of Oceania

Essential Functions of the Job:

Responsibilities:

ER Case Management Administration and Support
Work closely with the employee relations case managers to provide support for case management administration tasks to ensure timely support and guidance is provided to the business.
•    Supporting with ER case management due diligence including:
     o    Locate details in SuccessFactors including employment status, rank, FTE, remuneration, EY start date, date of birth, visa status.
     o    Download relevant details from personnel files on Content Manager including employment agreements, variation letters, extended leave agreements and any other relevant documents.
     o    Locate details in SAP including leave balances and planned leave.
     o    Work with the Talent Visa Management Team to obtain details of visa status if relevant. 
     o    Download LEAD feedback reports and history via SuccessFactors.
     o    Complete searches for any previous ER matters recorded in ServiceNow and the case management folders.
•    Create case management folders at the commencement of a case in alignment with the standard folder set-up guidelines.
•    Support with administration throughout the duration of an employee relations case, including:
     o    Request leave and timesheet entries on behalf of the employee, including liaising with the People Team and BSC.
     o    Complete rehire checks by conducting searches within ServiceNow and the case management folders and respond to Talent Acquisition using the standard templates.
     o    Arrange independent medical examinations with the EY provider as required.
     o    Use existing templates to prepare basic documents associated with case management, for example, meeting invite letters and file notes for personnel records.
     o    Prepare payroll calculation requests and submit to ADP and Oceania Payroll and manage queries to resolve with the case manager, including through the Talent Payroll Checking process and final approvals to process payment.
     o    Assist the case manager and collaborate with related teams to facilitate a smooth employee separation process including updating relevant systems, arranging for courier services if required and liaising with OnSite Services for return of equipment. 
     o    Manage ServiceNow tickets allocated from GDS as part of an employee separation to confirm the completion of the departure checklist and seek approval from the case manager to process the separation.
•    Work with the Talent Operations team to process invoices related to case management including invoices from medical providers, independent medical examinations and other providers as required.

Data Entry and Record Keeping
Complete data entry and record keeping tasks on behalf of the case managers using the following systems:
•    SuccessFactors: process updates to employee profiles, including separations.
•    ServiceNow: update case management fields in alignment with the SNOW Matrix and assist with ServiceNow audits to ensure case management data accuracy.
•    Microsoft Forms: enter required data in any Microsoft Forms as part of established processes, e.g. WHS reportable incidents.
•    Content Manager: upload case management documents to employee personnel files as required.

Report Creation
•    Understand the data available through ServiceNow, SuccessFactors and People Insights and how the data points relate to one another.
•    Extract case data from ServiceNow into Microsoft Excel and perform basic data cleansing and validation processes to ensure data integrity.
•    Extract data from People Insights and SuccessFactors and combine with ServiceNow case data to provide additional data points for reporting and analysis.
•    Prepare data for use within existing Power BI dashboards and upload to the relevant PowerBI workspace to meet regular reporting requirements. 
•    Troubleshoot technical queries in relation to reporting, working with the People Analytics team.
•    Preparing data for use within Power BI and uploading to PowerBI workspace for regular report updates.
•    Prepare reporting templates for regular reporting requirements and ensure case managers complete any associated tasks within the required timeframes and the reports are delivery on time to key stakeholders, e.g. the quarterly WHS report.
•    Support with ad hoc reporting requests.

Team Operations Support
•    Update SharePoint pages as required, such as creating new pages within existing SharePoint sites, uploading new resources, removing old resources and updating user access.
•    Maintain and update team meeting invites including ensuring the relevant meeting hosts are prepared for the meeting in advance of it occurring. 
•    Update team organisational charts in Microsoft PowerPoint and upload to the relevant SharePoint pages.
•    Provide support for team onboarding and offboarding processes including updating system accesses and scheduling onboarding training in alignment with the Oceania ER Team onboarding plans.

Additional Duties
•    Identifies opportunities for improvements including to processes and management of systems.
•    Understands the systems and tools that help to support ER processes.
•    Any and all administration required.

Knowledge and Skills Requirements:
•    Demonstrates the ability to proactively plan delivery of critical tasks and outcomes.
•    Proficient with Microsoft Suite including Excel, PowerPoint, Word and SharePoint.
•    Ability to learn new systems quickly to apply knowledge in day-to-day tasks.
•    Strong attention to detail and data administration skills, having confidence when working with confidential data from various sources.
•    High degree of organisational skills and the ability to manage competing priorities and multiple tasks simultaneously, escalating any timeline clashes early to allow for resolution.
•    Ability to communicate within the team to understand task instructions and know when to ask clarifying questions.
•    Ability to be successful in a virtual team environment, working with limited supervision.

Job Requirements:

Education:

•    Bachelor’s degree, preference will be given for those with HR specialisation

Experience:

•    Minimum of 6+ years of progressive experience in HR or related field at a coordinator or administrative level.
•    Demonstrated experience with data management and reporting requirements.
•    Demonstrated experience supporting a large team with administration requirements.
•    Working in international and diverse environments.
 

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