HR Administrator

ABOUT We. As part of one of the largest independent strategic communications agencies in the world — with 22 offices globally and more than 1,100 people — our UK team brings together deep sector expertise, diverse thinking and creative problem-solving to help brands lead through complexity. With roots in technology, innovation and societal change, we've spent decades at the intersection of technology and humanity — bridging the gap between what businesses create and how people experience those creations. In a world defined by relentless change — from rising expectations and widening inequalities to disruptive technology and constant noise — even the strongest organisations can struggle to be heard. That's where We. comes in. What sets us apart isn't just what we do, but how we do it. We thrive where disciplines intersect — when social impact meets youth engagement, technology meets science, or corporate reputation meets health — and our teams are designed deliberately with this in mind. For 40 years, We. has shown the power of working together. In the UK, we carry that spirit forward every day — challenging assumptions, applying innovation and helping organisations find clarity, relevance and growth in an ever-evolving world. When you join We., you will find compelling work, global partnerships, worthwhile professional development, outstanding benefits and the opportunity to make a difference. We value those who share our belief in the power of change, discovery and innovation. We invest in our future by creating an open and welcoming workplace full of bright, skilled and determined people. In London, We. is committed to a hybrid working model, supporting a working arrangement with at least two days in the office per week, Tuesday and Thursday. This approach enables us to nurture a culture of collaboration, flexibility, and inclusivity. ABOUT THE ROLE We are looking for a HR Administrator to join a small team in a fast-moving and global agency working to multiple deadlines. A positive can-do attitude, a willingness to learn and a sense of humour is a must. Reporting to the Senior HRBP based in London, this role is to support the HR team with administrative and coordination tasks for the EMEA region. In all tasks, the role holder will ensure that confidential and sensitive information is treated accordingly and in line with HR policy and relevant legislation. RESPONSIBILITIES Employee Lifecycle

• Maintain accurate employee records, both digital and physical where applicable.
• Draft offer paperwork and issue new starter documentation.
• Deliver employee inductions and complete associated onboarding documentation.
• Coordinate onboarding and integration plans with line managers and relevant departments.
• Liaise with IT and other departments to ensure the smooth onboarding of new employees.
• Coordinate probation review schedules and monitor completion with managers.
• Escalate probation-related concerns, delays or performance issues to the Senior HRBP where required.
• Support the offboarding process, including leaver admin, exit interviews and documentation.
• Draft job/ comp change paperwork and update relevant systems. Recruitment
• Liaise with hiring managers for job descriptions/ role requirements and post job adverts via LinkedIn.
• Review applications and screen relevant candidates for live roles.
• Schedule all interviews and maintain recruitment-related communications.
• Update recruitment tracker regularly
• Create a smooth and positive candidate experience throughout the recruitment process. HR Systems, Reporting & Data Management
• Maintain and update employee data within HR systems, ensuring accuracy and data integrity.
• Run reports from Workday, Culture Amp and other business systems to support people data analysis and decision-making.
• Support NMW audits and reporting.
• Support the Senior HRBP with quarterly HR data audits and data quality reviews.
• Produce reports and insights on general HR activity and workforce trends for award entries and audits.
• Support the maintenance and accuracy of organisational charts. Payroll, Benefits & Wellbeing
• Assist with payroll data collation.
• Collate all new hire information for HRIS, payroll and benefits administration.
• Support the administration of employee benefits, open enrolments and related communications.
• Assist with employee wellbeing initiatives, including coordinating workshops, vendors and wellbeing activities.
• Support Senior HRBP to drive engagement, culture and consistency across the agency. Compliance, Governance & Risk
• Conduct right-to-work checks and maintain immigration records and trackers.
• Ensure compliance with immigration/ employment legislation and HR policies.
• Manage and monitor pre-employment background checks via external vendors.
• Support HR compliance audits and record-keeping requirements.
• Manage freelancer onboarding and associated admin. HR Operations Support
• Act as the first point of contact for internal and external HR-related enquiries.
• Regularly reviewing and updating SOPs.
• Schedule HR meetings, events and key people processes.
• Liaise with finance team on freelancer engagements and invoicing.
• Support formal employee meetings, including scheduling, note-taking and drafting correspondence.
• Support additional HR projects and operational activities as required. Diversity, Equity & Inclusion (DEI)
• Support DEI initiatives, programmes and employee engagement activities.
• Assist with data collection, reporting and admin relating to DEI objectives and metrics. Professional Development
• Keep up to date with HR legislation, trends, best practices and emerging people initiatives.
• Apply knowledge gained to the continuous improvement of HR processes and employee experience. PREVIOUS PROVEN EXPERIENCE
• Demonstrated experience in HR and benefits administration within a small but busy environment. Recruitment and LI Recruiter experience preferred
• Working knowledge of freelancer arrangements preferred but not essential
• Experience in maintaining highly sensitive and confidential information is a must.
• Ability to work in a fast-paced agency with competing priorities – agency experience preferred but not essential.
• Results driven mindset paired with accountability and integrity.
• Working knowledge of HR policies and practices and understanding of employment law.
• Experience of MS Office applications including Teams, Word, PowerPoint and advanced Excel.
• Experience of working with Workday or similar HRIS.
• Strong attention to detail, administration, organisation, time and project management skills.
• Excellent interpersonal skills and strong verbal and written communication skills internally and externally. CULTURE
• Fast paced (frequent tight deadlines, multitasking, etc.).
• Strong customer service orientation.
• Spirited (look for inquisitive employees who will ask questions, challenge and get stuck in).
• Non-hierarchical, open working environment (ability to work in a team, contribute to meetings). When you apply for a role at We. Communications, we will automatically consider your application for other suitable live roles. Please do not submit multiple applications. We. Communications seeks to hire the best talent in the industry. We. Communications is able to sponsor candidates under the UK's points-based immigration system if a candidate is not eligible to work in the UK under any other visa route. Effective April 2024 new minimum salary thresholds were introduced for roles which require sponsorship. Based on these new thresholds, it is We. Communications' understanding that this role does not meet the new minimum salary requirements. Sponsorship for this role cannot be offered to candidates. Candidates who possess the right to work in the UK through alternate visa routes or who have no restriction on their right to work in the UK are welcome to apply. The above Job Description is intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees. All new hires may be required to perform duties outside of their normal responsibilities from time to time, as required by the business.