HR Officer

Job Description - HR Officer

Role: HR Officer

Function: HR

Contract: Part time

Location: base HQ, London – office based only - 2 days per week

Reports to: CEO

Hours: Part time, 15hrs a week

 Overview

As a multi-award-winning managed cloud services provider for the digital media market, base is seeking an HR Officer to be responsible for employee recruitment and onboarding processes, staff retention and development, and ongoing HR administrative duties – working directly for our CEO, and in collaboration with our leadership and finance teams.

Purpose

Recognising that its success hinges on attracting, developing, and retaining exceptional talent, base is committed to creating a thriving workplace and is seeking a results-driven candidate to provide support throughout the full employee lifecycle. This newly created role will administratively support employees, line managers, and the CEO with the end-to-end recruitment process, staff onboarding and retention, talent development initiatives, compensation, and benefits.

Opportunity

The ideal candidate will have a can-do, positive attitude and be a warm and friendly communicator. They will possess a strong understanding of up-to-date HR practices and be motivated to work in a fast-paced tech company environment. This is a fantastic opportunity for a candidate looking to advance their career in the high-growth areas of cloud, Software-as-a-Service, and media tech, at a time when the business is investing in scaling both locally in the UK, and internationally.

Key Responsibilities:

Recruitment Process

• Administrate, and maximise usage of the current HR system (HiBob) to help support the hiring and onboarding process.
• Ensure completion of Application for Employment forms prior to interview.
• Assemble interview summary forms.
• Liaise with managers to prepare and issue Letters of Offer.
• Manage HiBob hiring module.
• Create new employee profile on HiHiBob.
• Work with CEO and hiring managers to design and implement innovative recruitment strategies to attract top-tier talent, leveraging industry insights and market trends.
• Liaise with approved external recruitment agencies, to handle inbound candidate interview scheduling and follow-up correspondence.
• Oversee the recruitment process, from crafting and advertising compelling job ads and job descriptions, managing candidate pipelines, supporting thorough interview processes, and co-ordinating selection decisions and follow-up correspondence.
• Develop and execute a robust onboarding program that immerses new hires in base’s culture and values, ensuring a seamless transition and rapid enablement for all new starters.
• Manage the issuing of employment letters of offer and contracts (including for full-time and contractor roles), coordinate all pre-employment checks, and ensure compliance with onboarding requirements.
• Administrate, and maximise usage of the current HR system (HiBob) to help support the hiring and onboarding process.
• Manage all up-to-date documentation between Natwest Mentor and our HiBob HR software platform.

New Employee Documentation and On-Boarding

• Prepare and issue Contract of Employment/ Written Statement of Employment (where necessary).
• Issue supporting HR documentation to new staff, including:
  • Employee Handbook.
  • Bank account form for completion & return.
  • HMRC New Employee for completion & return.
  • Pension and Life Assurance details
  • Life Assurance Nomination of Beneficiaries form for completion & return.
• Ensure receipt of right to work documentation.
• Meet with new employees and present:
  • Contract of Employment.
  • Employee Handbook.
  • Pension & Life Assurance Scheme.
  • Other benefits e.g. 360 Well Being solution.
• Facilitate signing of Contract of Employment when all questions have been answered.

Payroll

• Add new employees to Xero (Finance Software) Payroll.
• Prepare monthly payroll runs, entering all variable data onto Xero.
• In conjunction with Finance prepare payroll bank payment file.

Pensions

• Download and prepare pension contribution file prior to uploading to Smart Pension
• Maintain reconciliation of amounts paid and amount due to Smart Pension.

HR Advice to Managers

• Provide HR advice as required.
• Provide salary advice to senior management on salary tiering and relativities across the company.

Employee Development & Retention

• Create and implementation employee performance management programs, as we continue to scale the business.
• Support colleagues to cultivate a culture of continuous improvement and professional advancement, facilitating mentorship opportunities and skills development initiatives.
• Run HiBob Surveys, analysing employee satisfaction and retention metrics, devising and executing targeted strategies to enhance engagement, improve performance and minimise turnover.
• Serve as a trusted point of contact for managers and employees on HR related matters.
• Go-to company triage contact for HR-related information and requests.

Policy Administration & Compliance Checks

• Work in collaboration with our UK provider, Natwest Mentor, to maintain and communicate HR policy and documentation updates to all staff.
• Provide advice on employee relations matters, manage complex cases, and ensure HR policies align with best practices and legal requirements (including working with our EOR partner for international staff).
• Ensure continuous document consistency on HiBob HR software platform

HR Metrics & Reporting

• Establish and track key HR metrics to evaluate the effectiveness of HR initiatives, leveraging data analytics to inform strategic decision-making.
• Prepare and present comprehensive reports to CEO on HR trends, workforce analytics, and employee engagement, providing actionable insights for continuous improvement.
• Ensure that HiBob HR platform is optimised to enhance efficiency and deliver accurate, timely data for better workforce management.

Skills and Attributes

• Relationship Building: Proven ability to establish and maintain strong relationships at all levels of the organisation, fostering trust and collaboration among employees, management, and external partners.
• Strategic Thinking: Ability to align HR initiatives with the organisation’s long-term goals, contributing to overall business success while proactively addressing workforce challenges and opportunities.
• Communication & Influence: Exceptional verbal and written communication skills, capable of delivering clear, persuasive messages.
• Problem-Solving: Strong knowledge of HR best practices, employment law, and regulatory compliance. Demonstrate an ability to balance that best practice with the needs of the business.
• Adaptability & Resilience: Flexibility to thrive in a dynamic, fast-paced environment, managing multiple priorities and deadlines while remaining focused on achieving high-quality outcomes.
• A Brand Ambassador: Imbue the company’s Core Values and be a brand ambassador, ensuring we are a magnet for new talent.

Qualifications and Experience

• At least a Bachelor’s degree or a specific qualification in Human Resources, Business Administration, or a related field; a Master’s degree or relevant HR certification (CIPD, SHRM).
• Proven experience (5 years minimum) working in an HR role, with previous HR Administrator and/or HR Officer experience.
• Strong knowledge of HR best practices, employment laws, and compliance requirements.
• Experience managing client groups beyond the immediate office location and/or some International HR experience would be of benefit (e.g. USA).
• Hands-on administrative experience of the HiBob HR software platform is key, or experience of a similar platform (with transferrable skills).

Benefits

• Employer Pension Scheme
• 360 Wellness platform scheme (including savings benefits)
• 25 days holiday (FTE) + Public Holidays
• Central London Office
• Free FORA Gym Membership
• Death In Service (DIS) Insurance

About base

Cloud Native Media Services | Reimagining workflows in the cloud

base is on a mission to democratize cloud services for all businesses helping them to store, process and manage content at scale with integrated online media solutions. base’s one provider model offers affordable cloud storage, media asset management, and media workflow integrations. Each solution includes tailored support strengthened with ISO27001-certified security practices at every layer. We enable our customers to centralize, secure and efficiently index media files in one content hub.

base provides award-winning cloud services to a range of clients across multiple industries, including global online video brands like LADbible Group, cutting-edge sports podcasts such as High Performance, and prestigious film and broadcast studios such as Twickenham Film Studios and Narrative Entertainment.  

The culture at base is a core aspect of the business. The following values underpin the day-to-day working culture at the company:

We are bold.

We are honest.

We are empathetic.

We are collaborative.

We are curious.

How to apply: We would love to hear why you want to work for base and what you will bring to the table.

If you are successfully short-listed for an interview, one of our team will be in touch to discuss the next steps.