About Us 

IPG Mediabrands is the media and marketing solutions division of Interpublic Group (NYSE: IPG). Mediabrands manages approximately $40 billion in marketing investment globally on behalf of its clients and provides strategic services and solutions across its award-winning, full-service agency networks UM, Initiative and Mediahub and through its innovative marketing specialist companies Kinesso, Magna, Orion, Rapport and Mediabrands Content Studio. Mediabrands clients include many of the world’s most recognizable and iconic brands from a broad portfolio of industry sectors. The company employs more than 13,000 marketing experts in more than 130 countries representing the full diversity of humanity. For more information, please visit our website: www.ipgmediabrands.com. 

Role Description  

We are looking for a Talent (HR) Administrator with superb organisational skills and a passion for admin to join our Talent Operations team on a fixed-term contract. The Talent Operations team are responsible for all Talent operations and is critical to the evolution of our Talent model, as we look to streamline and automate the way we work. The team focuses on creating a great experience for employees and supporting the generalist team. 

The wider Talent Operations team has two sub-teams; Payroll and Operations, which is made up of a Talent Operations Apprentice, three Talent Operations Assistants and a Reward Manager, and Employee Relations, which is made up of an ER Partner and an ER Advisor. Both teams report to the Talent Operations Director. 

About You 

You will understand the importance of confidentiality and discretion, have a service-minded approach and be happy working in a matrix structure as you will be providing administrative support for several different agencies.  

We work in an industry where things are continually changing and evolving so you will need to be flexible and adaptable. Working in a team where Business Partners, Talent Development, Payroll and Reward, Talent Acquisition and DEI all sit and work closely together, this is a fantastic opportunity for someone interested in refining their administration skills in the Talent space.  

Key Responsibilities 

• Create employment, housing and banking reference letters when required.
• Create visa-related letters for business travel and employee personal Schengen area visa applications. 
• Update employee handbook as and when required. 
• Draft probation confirmation letters/emails for Talent Advisors.  
• Notify Advisors of the upcoming end of FTCs and Visas. 
• Support the Talent Operations team for any bulk letters.  
• Administer long service awards, notify managers, create letters, raise POs, and order vouchers.  
• Liaise with Finance to raise purchase orders.  
• Ad-hoc team assistance for events. 
• Liaise with IT and Facilities to ensure starters and leavers equipment is issued and returned.  
• Create ad-hoc and scheduled internal HRLink reports e.g., annual leave reports, and all staff reports. 
• Running monthly and ad hoc payroll reports including monthly payroll variance reports and payslips, as well as downloading P45s to send to leavers each month.
• Action ad-hoc singular changes in HRLink e.g., line manager changes, job title changes, notice period changes, etc.
• Prepare monthly benefits reports including monthly benefits changes (Gallagher), Nudge financial education and Perks at Work. 
• Assist in the preparation and validation of the monthly pensions report.
• Send weekly Starters and Leavers to relevant groups. 

Desired Skills & Experience 

Experience: 

• Office/admin/front-of-house experience 
• Good working knowledge of Microsoft Office, especially Excel 
• Some knowledge of Office 365 applications 
• Delivering against SLAs or KPIs 
• Working with databases and systems 

Competencies: 

• Strong aptitude for IT systems 
• Exceptional eye for detail, rigour and process 
• Good numeracy skills 
• High regard for confidentiality 
• Flexible, can adapt to manage new priorities as they arise and willing to roll sleeves up and get stuck in 
• Pro-active, a self-starter who works well on their initiative 
• Solutions orientated with natural problem-solving skills
• Highly organised, efficient, and able to multi-task and remain calm under pressure
• Honest and open
• Good relationship-building skills