Operations Manager - UCB - Slough

Job description

Local HR Operations management:

Active account management (supervision, ensuring customer service levels, KPIs, regular management/governance meetings) of third party suppliers including:
outsourced payroll provider UK (Cintra)
outsourced fleet management company (Fleet Logistics)
fuel cards (The Mileage Consultancy (TMC))
driver safety (ADT)
accident management (FMG)
occupational health (AXA)
recruitment: talent acquisition solution (Hudson)
defined contribution pension scheme (BlackRock)
defined benefit pension scheme (Punter Southall, AON)
private medical insurance (BUPA)
flexible benefits scheme (Mercer)
share incentive plan (Capita)
re-broking of major insurance policies (Mercer)
visa allocation (UK Government Home Office)
Support the Defined Benefit pension scheme Trustees
Ensure update of HR Answers databank relating to legislation and policy changes concerning all aspects of HR.





UK HR Operations Management:



Benefits

Provide administrative support to the Board of Trustees of the defined benefit pension schemes, attending quarterly trustee meetings to maintain knowledge of the schemes.
Actively participate in the governance committee of the Defined Contribution pension scheme (BlackRock Group Personal Pension Plan)
Maintain good working knowledge of the running of pension schemes as required by the Pensions Regulator.
Represent UCB at PREG (Pharmaceutical Research Exchange Group) and other benchmarking groups to gather market intelligence and competitive information. Use this information to continually assess UCB’s position and make recommendations to update our compensation and benefit offerings.
Manage the administration of the private medical cover benefit for the UK, reviewing coverage and claims experience in renegotiating terms annually in order to achieve maximum cost/benefits.
Manage market reviews of benefit providers as necessary, conducting beauty parades of possible alternative providers to drive optimum value and service.
Manage the Flexible Benefits program, evaluating the range of standard and additional benefits offered annually, ensuring efficient administration by our external provider of the Flexible Benefits platform.
Manage the administration of the UK Share Incentive Plan (SIP), including associated tax filings
Manage the annual re-broking of employee insurances to optimise cost/benefits (PHI, Life Assurance, Critical Illness)
Oversee management and maintenance of ‘Time’, the online absence management platform in SAP for management of all types of employee absence.
Ensure new starter and annual auto-enrolment in the defined contribution scheme



Payroll

Account management for the outsourced UK payroll
Account management for the outsourced Dublin payroll
Liaise with external advisers where appropriate to ensure legal and tax compliance of different payments.



Compensation

Complete submissions for a range of salary surveys to gather market data for all UK roles and to provide the basis for positioning of midpoints.
Use market survey data to conduct an annual robust analysis of the midpoints of each job level.
Support HR Generalists to interrogate market data & conduct job pricing to ensure competitive reward of key talent in critical roles and to create competitive offers to potential employees
Update the Workforce Planning base file each year to ensure accurate budgeting of workforce costs



Recruitment

Account management the outsourced Talent Acquisition Solution (Hudson)
Guidance, support and training for optimal integration into UCB HR team (benefits etc)
Work in close collaboration with the TAS Operations Manager Europe and provide local supervision of the on-site TAS team: regular meetings to review volume, KPIs and quality of recruitment, ensure customer feedback is incorporated
Review third party suppliers for recruitment and head-hunting for specialist and executive roles to compliment TAS service where required. Manage the PSL (Preferred Suppliers List), ensuring negotiation of terms with Purchasing.



Pensioners

Reconcile pension bank account
Owner of the Trustee bank account (set up payments into investments)
Actively participate in Pension Trustee meetings
Manage payments





Fleet

Account management of the fleet services supplier, ensuring optimum service, legal compliance and cost control.
Manage relationships and service of all associated third parties: accident management, driver safety, fuel cards etc.
Ensure deductions from salary for car policy infringements
Coordinate approval for exceptions to Fleet Policy



Occupational Health

Account management the outsourced Occupational Health service (AXA)
Collaborative working with HSE to ensure optimal OH service



HRIS

Represent the UK HR function in the development and implementation of HRIS systems (SAP, TalentShare, Plaza).
Ensure data integrity of SAP & TalentShare databases



Policies and Procedures

Development and maintain policies and procedures relating to compensation & benefits (e.g. relocation, overtime, company cars)
Ensure update of HR Answers databank relating to legislation and policy changes



Overall

Ensure provision of employee benefit programs which are legally and tax compliant.
Fulfill all reporting requirements of government rules & regulations, including HMRC
Be the primary interface to and maintain effective working relationships with the Corporate Compensation, Benefit and International Mobility teams.
Maintain an effective and collaborative working relationship with the Finance function to ensure timely payments, smooth operation between the functions and resolution of Auditor queries.
Ensure update of HR Answers databank relating to legislation and policy changes.



Employee Communication & Training

Deliver group and 1:1 training sessions for UK line managers and employees on processes and systems for core people management activities (e.g. Compensation Review, Performance Review, Talent & Organisation Review in SAP and TalentShare)
Develop and deliver effective communications (emails, posters, manager toolkit, seminars) to employees about core people processes, benefits and policies to ensure understanding and aid successful implementation.
Participate in delivery of the induction program for new employees





European process ownership:



Process ownership for one or more operational processes for the whole region, ensuring that a harmonized standard process is used in all locations.
Execute operational activities for assigned processes and take accountability in cases where vendors/partners do this execution
Responsible to have processes in place that are correctly documented, implemented, communicated and maintained for flawless execution
Put processes and measurements in place to ensure work is being executed taking into account efficiency, accuracy, quality and compliance using operational excellence methodologies.
Responsible for initiating and managing improvements in the process on a regular basis
In case of complaints and service related issues, analyze, take action and improve processes
Follow-up the performance of the processes, measuring/capturing and using clearly defined KPI’s
Ensure implementation of best practices in multi-country setting
Ensure relevance of process with end customers
2nd line support to HR answers for issues related to processes within your responsibility
Responsible for change communication and good customer satisfaction toward HR and employees.

Project management

Assist HR Business partners in specific projects (e.g. change projects, negotiations …)
Responsible for system support and new system implementations (SAP, Time management and local payroll software)
Role as project leader when implementing new payroll or benefits providers (vendor selection, set-up, testing, go live)
Participation in European projects in collaboration with HR business partners
Responsible for change management communications for assigned projects (ensure people are aware, enabled and engaged)



Line Management

Responsible for the management of the HR Operations Specialist, ensuring robust objective setting and performance management, planning and managing workload to ensure an efficient service and providing support and training.
Ensure the HR Operations Specialist works effectively as a member of the European HR Operations team.


Desired Skills and Experience

Strong analytical and critical thinking skills
Systematic, logical and effective approach for problem-solving in complex situations
Process improvement mind-set
Understanding of operational excellence concepts
Strong IT skills (SAP, Excel advanced user, TalentShare)
Understanding of generalist HR expertise (recruitment, occupational health, employment law)
Business acumen: applies understanding of the business context
Financial acumen: applies understanding of the financial landscape and manages HR Operations in a cost-conscious manner
Project management skill & experience: able manage complex projects and plan and manage the contributions of self and others for timely project delivery
Customer-oriented approach: builds and maintains good customer relationships, responding to feedback to improve customer service.
Excellent written and verbal communication skills
Able to present business case to senior management and stakeholders
Constructively challenges and influences management, colleagues and third party suppliers
Able to develop and maintain strong working relationships with third party suppliers, holding them accountable for service and delivery
Assertiveness
Negotiation skills
Conflict resolution
Ability to operate in a fast paced environment
High level of initiative, self-motivated and ability to work independently
Ability to plan and prioritise work to ensure timely delivery
Adept at multi-tasking
Change management expertise applied for successful project implementations
Effective teamwork with the local UK and European SKOpe teams

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