HR Administrative Assistant

About Marex

Marex Group plc is a diversified global financial services platform, providing essential liquidity, market access and infrastructure services to clients in the energy, commodities and financial markets. It listed on Nasdaq Global Select Market in April 2024. With more than 35 offices in Europe, US and APAC, it has unique access across markets with significant share globally both on and off exchange. The depth of knowledge amongst its teams and divisions provides its customers with clear advantage, and its technology-led service provides access to all major exchanges, order-flow management via screen, voice and DMA, plus award-winning data, insights and analytics.

For more information visit www.marex.com

Role Summary

• The HR Administrative Assistant is responsible for providing general HR support for the HR Business Partnering team and the wider London HR team, including the Senior HR management team.
• A successful candidate serves as a key point of contact for the London HR team, employees, and managers, contributing to the overall effectiveness and efficiency of the HR function.
• The HR Administrative Assistant will ensure that all their duties are performed proactively and to the best of their ability.

Responsibilities

A non-exhaustive list of the main tasks for the role include:

HR Support inbox/HR Communication inbox

• Coordinates HR support inbox for low impact tasks:
• Requesting new passport copies from employees whose passports have expired
• Responding to basic issues in relation to logging in or navigating the HR System

Onboarding/Induction

• Carries out new hire pre-Day 1 HR administration tasks including; ordering breakfast, ensuring the room is booked for the correct size of induction and preparing the gift bags.
• On the day of the induction, ensuring that the room is prepared with Breakfast, obtaining and carrying out any right to work checks, and ensuring the room is cleared once the induction has finished.
• After the induction it is the responsibility of the HR Administrator to share any relevant HR induction documents with new starters

Other administration duties

• Maintain all UK process guides/maps
• Assist the wider HR team with diary management and coordination on ad hoc tasks, including the Group Head of HR, working patterns tracker, the Global HR team meetings, and the HR Leadership Team meetings – as well as handling room bookings, and managing a co-chair rota (this is for the Global HR team meeting only)
• Ensuring HR guests are booked in with Reception and escorting to meetings as required
• Processing expenses for the Group Head of HR and assisting as required on the invoicing process within HR
• First point of contact for any employees/managers that visit the HR office
• Handling and filing of HR documentation as necessary
• Updating letter templates and HR related documents with the correct branding and signatory requirements
• As directed coordinates return of IT equipment for leavers and if required arranging collection of personal belongings left on the premises
• Assisting with HR events and arranging social events
• Designated First Aider and Fire Marshall
• Other ad hoc tasks as required from time to time

Company requirements

• Ensuring compliance with the company’s regulatory requirements under the FCA
• Adhere to the operational risk framework for your role ensuring that all regulatory or company determined parameters are complied with.
• Role model for demonstrating highest level standards of integrity and conduct and reflecting Company Values.
• At all times complying with the FCA’s Code of Conduct
• To ensure that you are fully aware of and adhere to internal policies that relate to you, your role or any other activities for which you have any level of responsibility
• To report any breaches of policy to Compliance and/ or your supervisor as required
• To escalate risk events immediately
• To provide input to risk management processes, as required.

Skills and Experience

• Experience in diary management or demonstrates effectiveness in organisational skills
• Excellent time management skills
• Ability to use Microsoft Office programs comfortably, such as pivot tables and mail merges
• Excellent verbal and written communication skills
• Proactiveness in day-to-day activities and upcoming work
• Comfortable with liaising with employees at all levels
• High attention to detail

Competencies

• The ability to handle sensitive information in a strictly confidential manner
• Stay updated on HR laws, regulations, and best practices to ensure compliance.
• Highly organised in a manner which allows them to oversee and demonstrate progress on project work and day to day tasks, completing tasks within deadline
• Professional, Approachable and personable
• A proactive and helpful attitude
• Flexible to ever changing requirements of the HR function and their role within any changes
• Offers support and thoughtful to others’ roles and workloads
• A collaborative team player, approachable, self-efficient and influences a positive work environment
• Demonstrates curiosity
• Resilient in a challenging, fast-paced environment
• Excels at building relationships and networking

Conduct Rules

You must:

• Act with integrity
• Act with due skill, care and diligence
• Be open and cooperative with the FCA, the PRA and other regulators
• Pay due regard to the interests of customers and treat them fairly
• Observe proper standard of market conduct
• Act to deliver good outcomes for retail customers

Company Values

Acting as a role model for the values of the Company:

Respect - Clients are at the heart of our business, with superior execution and superb client service the foundation of the firm. We respect our clients and always treat them fairly.

Integrity- Doing business the right way is the only way. We hold ourselves to a high ethical standard in everything we do – our clients expect this and we demand it of ourselves.

Collaborative- We work in teams - open and direct communication and the willingness to work hard and collaboratively are the basis for effective teamwork. Working well with others is necessary for us to succeed at what we do.

Developing our People - Our people are the basis of our competitive advantage. We look to “grow our own” and make Marex the place ambitious, hardworking, talented people choose to build their careers.

Adaptable and Nimble - Our size and flexibility is an advantage. We are big enough to support our client’s various needs, and adaptable and nimble enough to respond quickly to changing conditions or requirements. A non-bureaucratic, but well controlled environment fosters initiative as well as employee satisfaction.

Marex is fully committed to the elimination of unlawful or unfair discrimination and values the differences that a diverse workforce brings to the company.

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