People & Culture Coordinator

Our Company

Whitespace is a team of researchers, engineers, innovators, creatives and technologists who design, develop and build new ideas and products for organisations to solve their tricky problems. We were founded in 2012 as a tech start-up based in Belfast & London. In 2019, we won Digital DNA's Company of the Year and the Digital Innovation Project of the Year in 2022. Today, we have nearly 50 employees and continue to grow and flourish!

We help businesses innovate, from the small things that can make a big difference to more involved 'Eureka!' projects. We work with global clients to develop products, markets and ventures that will improve things.

Our Mission is to feed our hunger and curiosity by building a sustainable tech company in the constant pursuit of excellence.

Our Vision is to empower people with the courage to solve seemingly impossible challenges.

Whitespace has 3 core work streams:

Innovation Community: We provide a safe space for innovators and leaders to communicate, network, and swap ideas.

Innovation Lab: Together, we use our skills to solve existing problems, find new answers and then build the tech for our clients.

Leading-edge Technologies IP We have some pretty cool tech to share with the world. Our products take collaboration and decision-making to new heights.

We also believe our people come first, that's why we're proud of the culture at Whitespace. Our teams are given the tools and information they need to do their jobs and the freedom to get on with it. We have some cool perks too: 4 days working weeks in July, August & December, the last Friday of every month off, a monthly team breakfast and regular social gatherings. That’s maybe why 97% of our employees would recommend someone to work here!

The Role

This role is ideal for someone who is passionate about creating an inclusive and engaging workplace, enjoys administrative tasks, and is self-motivated. Your role will encompass a broad spectrum of HR and administrative responsibilities, ranging from recruitment and onboarding to performance management and employee engagement. You will play a crucial role in supporting our employees, ensuring HR processes run smoothly, and contributing to the overall success and growth of our company.

Key Responsibilities

Recruitment Support

• Assist in the end-to-end recruitment process, including job posting, screening applications, and scheduling interviews.

• Coordinate with hiring managers to ensure a smooth onboarding experience for new employees.

• Maintain accurate records of all recruitment activities.

Onboarding and Offboarding

• Facilitate the onboarding process for new employees, including paperwork, induction, and training coordination.

• Ensure a seamless offboarding process for departing employees, including exit interviews and necessary documentation.

Administration

• Maintain and update HR databases, employee records, and personnel files.

• Prepare HR-related documents such as contracts, offer letters, and policy updates.

• Handle HR-related general inquiries and provide support to employees regarding HR policies and procedures.

Employee Engagement

• Collaborate with the Operations team to organise and coordinate team-building activities, events, and initiatives.

• Assist in employee surveys and feedback mechanisms to continuously improve the workplace.

Benefits and Compensation

• Assist in managing employee benefits programs.

• Collaborate with Finance to ensure accurate payroll processing.

Compliance

• Stay up-to-date with UK employment laws and regulations to help ensure the company's HR practices are compliant.

• Assist in audits and reporting as required.

• Complete annual Fair Employment Monitoring Returns.

Reporting and Analytics

• Generate regular reports on HR metrics, such as recruitment, turnover, and employee engagement.

• Provide insights and analysis to inform decision-making within the People & Culture function.

Performance Management

• Support the performance management process, including goal setting, performance reviews, and development planning.

• Assist in tracking and documenting performance-related issues and improvements.

Training and Development

• Schedule training sessions and coordinate logistics, including training materials and trainers.

• Maintain training records and assist in the evaluation of training effectiveness.

General Support

• Provide general administrative support for the People & Culture Business Partner and Senior Management.

• Contribute to People and Culture projects and initiatives aimed at enhancing the employee experience.

• Any other duties required.

Key Skills and Experience:

• Proactive, self-motivated, and eager to learn within the HR field.

• A positive and approachable attitude with a focus on delivering exceptional service to employees.

• Strong interpersonal skills and the ability to work effectively in a team.

• Discretion and the ability to handle confidential information with sensitivity.

• Previous experience working in an administrative role working with confidential information, ideally in an HR environment.

What's on offer?

• £15.00 per hour / £15,600 per annum based on 20 hours per week.

• Remote working with option to hot desk in Belfast city centre location if desired.

• Approx. 20 hours per week. These hours can be worked flexibly between 9am -5pm, Monday to Friday, and we are happy to discuss alternative work patterns and hours.

• £50 Amazon voucher on your birthday.

• Company share options (subject to eligibility) & performance bonuses.

• 4-day working week in July, August & December. The last Friday of every month off. On the Friday's we do work, we finish at 3pm.

• Monthly team lunch in our Central Belfast Office or Central London Location.

• 25 days (pro-rata) holidays plus all bank holidays.

• Access to our Health & Wellbeing Fund

• An Amazing Team and much more!

Please note that this role is remote, so we are happy to take applications from across the UK. 

If you're interested in this role, please email your C.V. to [email protected]