Laura Peluso

The role of the HR Coordinator is to provide a high level of administrative support to the business whilst ensuring processes, policies and procedures are in place to capitalise on best practice methods.

Role Responsibilities

HR Administration:

• Monitor and report on the application and compliance of defined HR policies, programs and procedures.
• Monitor the HR inbox - provide advice to staff on policies and guidelines.
• Provide occasional payroll oversight as required.
• Keep up to date and lead the implementation and instruction of company HRIS software.
• Manage, track and monitor qualification and license records and expiry dates.

HR Coordination:

• Execute all HR documentation as required – contracts, letters, etc.
• Improving workflows and processes.
• Manage employee data records – emails, training certificates, exit surveys, contracts, letters.
• Execute, keep up to date and publish organisation charts.
• The preparation of HR reports and processes as required.
• Liaise with consultants on procedural advice, Awards and pay benchmarking.
• Coordinate education and wellbeing initiative roll outs.
• Monitor OH&S systems and provide updates to venue leadership.

Recruitment and Induction:

• Assist with the writing and advertising of roles as required.
• Assist with the recruitment and sourcing of best fit candidates.
• Execute all checklists as required – new starters & exits.
• Coordinate the induction program for all new staff – both HR and departmental inductions.
• Coordinate onboarding for all employees across all platforms.

Manager Support:

• Support management with any administrative tasks associated with change within the organisation – letters, contracts, PD's, draft communication.
• Facilitate manager's 3-month employment checks before end of probation for all new starters and monitor potential issues.
• Assist managers with performance improvement plans and disciplinary action.
• Assist managers with the execution of the annual PDR and salary review processes.
• Assist managers to organise qualification and or license courses – RSA, First Aid, Firewarden etc.

Leadership Expectations:

• Innovation - Propose new, innovative ways to better engage with and support staff from a wellbeing standpoint.
• Communication – Development and delivery of communication appropriate for team members, customers and others to inform, inspire, engage and unite behind the UC purpose, direction and goals.
• Organisation – Personal organisation to plan and execute responsibilities. Includes utilisation of calendar functionality, meeting preparation and attendance, email responsiveness and managing task lists.
• Delegation – Leading others to get things done. Organise and delegate responsibility for tasks, projects or areas of responsibility to team members. Monitor, review, assess for completion.

• Ensure all employees' documents are current and comply with all regulatory requirements and coordinate NSW and WA (under Awards) recruitment and onboarding and offboarding process.
• Assisting with the recruitment process and run large recruitment drives to onboard higher number of staff (recruitment day to include interviews, document checks and approval process).
• Ensure all employees records are current and maintained in company databases and HRIS systems (Mondays, Time Target).
• Maintaining the company systems (Human Force and MicroPay) up-to-date and processing adjustments (salary sacrifice, superannuation, ATO withholding declaration, bank details, rate increases, etc.).
• Maintaining employee records and setting up new employees in the payroll system, as well as coordinate payroll administration (collecting, verifying, and processing data).
• Ensure all Victorian on road personnel are registered and approved by Ambulance Victoria.
• Assist in disciplinary procedures/matters, helping to develop a simplified process and the steps required to take.
• Assisting the Managers in discussing work issues with employees, such as salary and benefits or the circumstances surrounding a complaint.

Key Relationships :

Internal: Human Resources Manager, General Manager Operations, Quality Assurance Manager, Training Department, NSW and WA management, Regional Managers, Payroll & Rostering Departments, 1000+ staff members.

External: Ambulance Victoria, Job applicants, InterCheck Australia, Fitness passport, Converge.

Specific Responsibilities

HR Functions and Recruitment VIC, NSW, and WA (Internal and External Candidates)

• Answer general employment enquiries and be the first point of call for HR enquiries internal and external.
• Update company systems when employee changes status and conducts the relevant process (payroll change & HR documents) liaising with accounts and payroll.
• Ensure all applicants supply current licenses, accreditations, qualifications & other documents as required to meet regulatory requirements.
• Review all applications received through VIC, NSW, WA Careers in boxes.
• Screen & shortlist suitable candidates with relevant skills and qualifications, conduct phone pre-screening.
• Coordinate and lead competency-based interviews with various internal stakeholders.
• Complete and provide recommendations on reference checks;
• Update the recruitment spreadsheet with details of the shortlisted candidates to be interviewed.
• Manage the on-boarding and off-boarding process of new employees.
• Provide generalist HR administrative support across the employee lifecycle.
• Unsuccessful candidates are to be notified as advised by the respective RM with letter.
• Discuss with managers and roster regarding specific recruitment needs.
• Prepare contracts of employment for full time, part time and casual employees (VIC, NSW and WA).
• Create a new employee staff number.
• Prepare and email employment packs (VIC, NSW and WA).
• Issue new employees and existing employees as applicable contracts and employment documents pack and ensuring accuracy.
• Ensure all documents received (Contract, New Starter Form, Super, TFD).
• Enroll new employees into Litmos for online training. Assist with new employee uniforms.
• Organise inductions for new employees.
• Register new employees in NPT systems (Time Target, JobsPlus, MicroPay, Blink) and issue ID badges which require a staff photo and employee number (using Access Database and EMediacard Designer).
• Register new staff with Ambulance Victoria through Zerite.
• Update Rosters Department regarding new employees and if requiring Emergency Driving or extra observer shifts.
• Check online training system every day to unlock modules and monitor how many modules outstanding for new employees.
• Respond to employee questions about EBA sections, entitled allowances and penalties, contract variations, and leave liability accrual rates.
• Issue Employment of Service Letter if request.

Documentation

• Responsible to run reports, export date, produce, and complete annually WGEA for the whole company (for each State VIC, NSW, and WA as with different ABN).
• Ensure filing is up to date and completed to a satisfactory
• standard.
• Ensure all personnel files comply with company filing standards;
• All employee files contain all current licenses, accreditations, qualifications, immunisations etc.
• Formatting new HR forms;
• Destruction confidential paperwork.

Internal Interaction

• Primary point of contact for change of employee's details (i.e., emails, Time Target and Litmos when required).
• Inform management when internal training requirements are outstanding (mainly AV driver standards).
• Update rosters spreadsheet and Time Target when new employee is ready to work on road.
• Keep Immunisations Register and expiring documents (Police Check, Working with Children Check, Driver's Licence, AHPRA Registration, Personnel Level Upgrading) up to date for VIC, NSW, and WA.
• Update systems once documents received (Time Target, personnel folder, spreadsheet, Ambulance Victoria only for VIC employees).
• Action relevant steps for an employee termination process in relation to an employee's resignation, termination or redundancy ensure a copy of the letter is placed in the personnel file and all systems and databases are updated.
• Organise reimbursements for employment checks for Victorian employees (Police Check and WWCC) and liaise with accounts.

Others

• Continuous Improvement mindset, constantly review processes to ensure we have an optimal, streamlined HR process.
• Identify and remove blockages and duplication in the processes, in consultation with the HR Manager.
• Ensure online filing systems are maintained and are secure.
• Audit personnel files to ensure all documentation is up to date.
• Escalate issues in a timely manner through to the HR Manager.
• Receive, check, and load Certificates of Capacity into Solve and forward to Allianz for Workcover claims (northern region).
• Follow up with injured workers to make sure we have up to date COCs and RTWs.
• Participate in fortnightly and monthly Workcover meetings.
• Develop RTW plans with RM's and load them into Solve and forward to employee.
• Maintain hard copy claim folders up to date.

Former Responsibilities (Payroll Officer coverage)

• Run Time Target (Human Force) checking process.
• Check and control payroll authorisation spreadsheets (check any error for overtime, allowances, breaks, travel time) and liaise with the relevant RM.
• Export and refresh data in the main system Micropay.
• Keep employee data in order and check make-up hours, double time shifts, FT casual shifts, client service officers. Workcover employees doing light duties, admin employees;
• Action adjustments, reimbursements, sick leave, terminations, accommodation expenses, allowances, Workcover, Child Support payments etc.
• Process and finalise the main pay through Human Force Payroll system, report STP to ATO and do back up, end the pay, and generate payslips (emails).
• Reply and assist any pay queries from employees and re- calculate and action payment adjustments during the manual pay (usually at the end of the pay week on Friday).
• Act on the necessary Workcover calculations for open claims in VIC, NSW, and WA and record them in SolvInjury (payroll) profiles.

• Assist in accurately maintaining HR records including staff personnel files, attendance, performance, training, and licenses according to policy and legal regulatory requirements.
• Assist in accurately maintaining HR records including staff personnel files, attendance, performance, training, and licenses according to policy and legal regulatory requirements.
• Working close to the Department of Finance, Risk and Operations Group.
• Develop safety procedures and initiatives to manage archival data, documentation, and records.
• Liaise with and manage relationships with key internal stakeholders (Office Manager, Business Development Manager, Finance Partner, Transaction Coordinator etc.).
• Evaluating and preserving records in keeping with systems and protocols.
• Identifying and classifying documents that require specialist examination.
• Maintain a considerable number of materials and documents in an organised manner, with a physical andelectronic archive.
• Assessing authenticity of objects and documents.
• Devising record-keeping, processes, procedures, and indexes. Providing the retention and destruction of sensitive records.

• Greeting and welcoming clients, escorting guests to the
• meeting room and attending to their needs.
• Handling queries and complaints via phone, email, and general correspondence.
• Cover the reception desk (FOH).
• Oversee and contribute to the cleanliness of meeting rooms and client waiting area.
• Forwarding messages and confirming appointments as necessary and assisting Executive Assistants and their lawyers' and partners' requests and organising couriers and deliveries - incoming and outgoing, national, and international.
• Assist with invoicing.
• Maintain the company's general email account.
• Performed administrative duties including faxing, filing, and managing incoming and outgoing mail.
• Coordinating, scheduling, and arranging meetings and room bookings and organise and provide catering when required.
• Coordinating office inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops.
• Preparing presentations.
• Helping HR team when required (i.e., Dress for Success Program, College of Law, Student Deal Competition).
• Coordinating internal and external event management and running of events.
• Assisting in preparing and planning with upcoming events, producing OOH Meeting and FOH Event checklist.
• Managing set up and complete the final check on rooms for functions (i.e., breakfasts, lunches, cocktails functions etc.).
• Liaising with and following up with the Host of the event to ensure everything is ready for event (i.e., flowers, seating up, IT requirements, catering name labels etc.).
• Addressing and coordinating any outstanding issues with Services, Catering, and IT for AV set ups.
• Assisting with internal events which include Village Meetings, Celebration Events, Graduate/Clerk Events, Charity Events, etc.