People & Workplace Manager

The People & Workplace Manager will work closely with the Managing Director in managing all HR processes and procedures within the Head Office. In addition, this role will provide a wider support function across the wider Head Office team, ensuring the effective management of all office procedures and administration. Being a diligent and highly detailed individual, this role will also encompass additional responsibilities from overseeing the effective operations of on-site revenue streams to the management of all human resource policies within SwimTrek's B-Corp certification. In addition, this role will support the Managing Director in shaping SwimTrek as one of the best places to work and ensuring the culture attracts, engages and retains the very best talent across multiple departments

The principal key responsibilities of the role are:

HR ADMINISTRATION

• Co-ordinating Office staff appraisals/performance scores/incentives & paperwork;


• Co-ordinating HR Disciplinary & grievance procedures as and when required;


• Manage and update the Company Employee Handbook;


• Facilitate all new employee inductions, including employee contract administration;


• Co-ordinate all job role interviews and candidate reviews;


• Assist the Head of Operations in the world wide recruitment of Guides;


• Ensure all Contracts & Due Diligence requirements for Guides (UK and abroad) are distributed & met;


• Manage the Swim Coaches Rota and allocation of work;


• Manage budgets with regards to the following;


• Quarterly meetings - booking off site venue and manage associated costs;


• Staff Discounts -to monitor and approve holiday discounts for staff and their family/friends;


• Staff Training - review all staff requests and co-ordinate sign off with line managers;


• Fam Trips - liaise with the Ops department and manage all bookings as well as flights.


OFFICE ADMINISITRATION


• Working closely with the MD to become the custodian of SwimTrek's workplace beliefs and culture and ensure they remain front of mind within the office environment


• Facilitate and feed this same cultural philosophy across all aspects of the business from Guides to all overseas suppliers


• Administer the transition from office based structure to more flexible/remote workplace for a growing Head Office function


• Assist the MD in collation of meeting minutes across the business,


• Assist the MD in creating presentations for internal and external meetings,


• Assist the Finance Director in administering and executing monthly Payroll requirements;


• Assist the Head of Operations & Sustainability in obtaining and then maintaining B-Corp accreditation,


• Environmental - long term commitment to tangible change via short and long term goals


• Social - relationships with both internal and external stakeholders


• Governance - integrity through the appropriate adoption of core business governance structures


• Liaison contact between the business and our 3rd party IT contractor(s);


• 1st Point of contact for all workplace IT issues;


• Liaison contact between Swim Coaches and all 3rd party providers & engineers for the Endless Pool;


• Oversee all aspects of Workplace Health & Safety procedures and policies;


• Manage all auditing requirements for all Office equipment and maintenance;


• Act as contact/liaison with Sea Lanes ensuring all onsite offices are clean and hygienic;


• Ensure all office supplies, including stationary, daily fruit, water, tea/coffee are available,


• Oversee the management of the office cleaning and clearing of rubbish and recycling
  
  Analytical skills


• Keen attention to detail & accuracy


• Excellent verbal & written communication skills and ability to demonstrate flexibility and initiative.


• Ability to improve processes and systems.


• Friendly and enthusiastic personality.


• Ability to self-manage and motivate and also work within a team


• Ability to adapt to changing priorities.


• Ability to prioritise workloads against tight time frames


• Compassionate in the understanding of employee welfare and their concerns.


• Management of Office logistics


• Knowledge of Project management systems to manage workflows & projects


• Experience of using initiative to solve problems


• Experience using Microsoft Office effectively for general administration.


• Experience using Microsoft Excel (or similar) for data analysis and presentation


• Experience in delivering presentations to Board level both verbally and visually


• HR qualification, preferably a CIPD qualification is desirable
  
  SwimTrek is the world's leading open-water swimming experiences company operating in locations worldwide. SwimTrek is an equal opportunity employer committed to diversity, equity, and inclusion. We do not discriminate based on any protected characteristics. We embrace diverse backgrounds, perspectives, and skills to drive innovation and create an inclusive culture where all employees can thrive. If you need any special arrangements, please let us know.