People Services Coordinator

Note: This profile provides a market aligned view of this job’s typical core requirements, informed by Korn Ferry’s Success Profile methodology, and will evolve over time.

Delivers reliable coordination support that contributes to smooth people service operations. Performs essential tasks such as documentation handling, data updates and basic service inquiries. Supports GHD requirements by ensuring accurate information management and adherence to established procedures. Develops core skills that support growth into broader coordination roles.

Responsibilities

Responsibilities describe the typical accountabilities and scope of work for this job,  while recognising that individual objectives are set with the manager and may vary over time.

• Document Management: Create a local document management system for an office or department.
• Document Preparation: Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Employee Onboarding and Offboarding: Initiate and monitor the administration of onboarding and/or offboarding processes to ensure that all processes are completed accurately, efficiently, and on time.
• HR Data Analytics and Insights: Deliver analyses of HR data; identify trends and contribute to the creation of HR insights that enable the diagnosis of business issues, enhancement of employee engagement, and/or improvement of business performance.
• HR Data Management: Carry out complex HR data processing tasks; advise colleagues when needed and use expertise to help improve data collection tools and administration processes.
• Information and Business Advice: Resolve complex queries from internal or external customers or suppliers by providing information on policies and/or procedures, referring the most complex issues to others.
• Internal Client Relationship Management: Build effective working relationships within the internal client organization, delivering high-quality professional services with guidance from senior colleagues.
• Operational Compliance: Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Organizational Capability Building: Provide instruction and informal advice to less experienced colleagues within the team to develop their skills.
• Payroll Administration: Validate, input, and maintain payroll data to ensure the accurate and efficient delivery of payroll services; prepare payroll for bank submission and entry into financial systems; prepare manual payments when required; prepare payroll reports and reconciliations.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Competencies

Competencies describe the observable behaviours that differentiate effective performance in this job and guide expectations, feedback, and development discussions.

• Business Insight – Applies knowledge of business and the marketplace to advance the organization's goals. For example, clearly understands how own activities relate to critical business drivers. Monitors business news and market changes for impact on the business or on own expertise area; uses this to shape decisions.
• Collaborates – Builds partnerships and works collaboratively with others to meet shared objectives. For example, finds many ways to add value to the team; probes to draw out richer input from others; is a valued resource who goes out of the way to help others.
• Communicates Effectively – Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, seeks out others' perspectives and asks good questions. Shares information that people want to know; gives appropriate context and details when speaking.
• Decision Quality – Makes good and timely decisions that keep the organization moving forward. For example, swiftly internalizes coaching on routine issues; handles issues confidently after instruction. Leverages rules and procedures to speed up decision making. Confidently and quickly draws on others' expertise.
• Ensures Accountability – Holds self and others accountable to meet commitments. For example, accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
• Financial Acumen – Interprets and applies key financial indicators to make better business decisions. For example, determines and estimates the main direct and indirect costs; makes generally appropriate decisions regarding expenditures. Studies financial and quantitative information; uses data to improve performance.
• Manages Complexity – Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Optimizes Work Processes – Knows the most effective and efficient processes to get things done, with a focus on continuous improvement. For example, uses metrics and benchmarks to monitor accuracy and quality. Takes steps to make methods productive and efficient. Promptly and effectively addresses process breakdowns.
• Plans and Aligns – Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Tech Savvy – Anticipates and adopts innovations in business-building digital and technology applications. For example, investigates technologies to learn some cutting-edge best practices. Uses digital/social media to benefit the team and add value to the work being done; understands how to avoid misuse of these tools.

Skills

Skills reflect the technical, professional, and functional capabilities required to perform the job effectively at the expected level, and guide assessment and development.

• Compensation and Benefits Practice – Works at an intermediate level to develop, design and implement fit for purpose reward and recognition systems that are equitable, market based and cost effective. Typically works with guidance.
• Computer Skills – Works with full competence to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works without supervision and may provide technical guidance.
• Data Collection and Analysis - Human Resources – Works with full competence to collect, process, and analyze HR data to enhance workforce planning and organizational performance. Typically works without supervision and may provide technical guidance.
• Data Control – Works with full competence to acquire, organize, protect and process data in order to fulfill business objectives. Typically works without supervision and may provide technical guidance.
• Data Management Techniques - Human Resources – Works with full competence to gather, analyze, interpret, and report on HR data to support informed decision-making, identify trends, and ensure compliance with labor laws and regulations. Typically works without supervision and may provide technical guidance.
• Desktop Publishing – Works at an intermediate level to create documents using page-layout software on a personal/desktop computer. Typically works with guidance.
• Document Management – Works at an intermediate level to use document management tools to manage, view, organize, and store documents. Typically works with guidance.
• Information Management – Works with full competence to manage the collection, structure, and maintenance of information collected, including traceability, levels of abstraction, reuse requirements, and how to store and access data/information. Typically works without supervision and may provide technical guidance.
• Knowledge Management – Works with full competence to put processes in place to support the creation and use of the information, data and intellect that exists in the people who work for an organization, to support the achievement of goals. Typically works without supervision and may provide technical guidance.
• Maintains the Relationship – Works with full competence to cultivate and sustain positive interpersonal connections, fostering trust, collaboration, and effective communication to support enduring professional relationships. Typically works without supervision and may provide technical guidance.
• Planning and Organizing – Works with full competence to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works without supervision and may provide technical guidance.
• Policy and procedures – Works with full competence to monitor, interpret and understand policies and procedures and ensure their alignment with organizational strategies and work objectives. Typically works without supervision and may provide technical guidance.
• Review and Reporting – Works with full competence to create reports, and review reports created by others, for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works without supervision and may provide technical guidance.
• Systems and Tools - Human Resources – Works with full competence to leverage HR information systems (HRIS) and other relevant software applications to efficiently manage employee data, payroll, benefits, and other HR functions. Typically works without supervision and may provide technical guidance.
• Verbal Communication – Works with full competence to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications. Typically works without supervision and may provide technical guidance.

Education

• Post-Secondary Non-Tertiary Education

Experience

• General Experience: Sound experience and understanding of straightforward procedures or systems (7 to 12 months)
• Managerial Experience: Very limited (0 to 3 months)