Openings – The Paul Hamlyn Foundation

Apply by 30 October / 6th  November 23

The Paul Hamlyn Foundation is an independent grant-making foundation set up by Paul Hamlyn, the publisher and philanthropist. It aims to maximise opportunities for individuals and communities to realise their potential and experience and enjoy a better quality of life.

The Foundation supports charitable activity in the areas of arts, education and learning, and social justice across the UK. It also supports local charities in India that help the poorest communities get access to basic services.

The Foundation is based in light and recently refurbished offices near Kings Cross in London. The design and facilities, we hope, fosters collaboration and networking between the staff and amongst grantees. At the moment, we are hybrid-working, asking colleagues to spend at least 40% of their time in the office to facilitate learning and knowledge sharing.

Our vision is for a just society in which everyone, especially young people, can realise their full potential and enjoy fulfilling and creative lives.

Our mission is to be an effective and independent funder, using all our resources to create opportunities and support social change. We partner with inspiring organisations and individuals to make sure that people facing disadvantage are at the heart of leading change and designing solutions to overcome inequality.

We are committed to being an anti-racist organisation. This commitment drives how we work, who we work with and how we make decisions. You can read more about our commitment to Diversity, Equity, and Inclusion (DEI) here.

We have five funding priorities where we wish to see change. You can read more about our work based in the UK here.

• Investing in young people
• Migration and integration
• Arts access and participation
• Education and learning through the arts
• Nurturing ideas and people

Our values are important to us and we work to and carry them through all of our activity.

Apply by 30th Oct 23

1. Project Co-ordinator

Role Overview

Background to this role
The Foundation was established by the publisher and philanthropist Paul Hamlyn in 1987. When he died in 2001, he left most of his estate to the Foundation. Since then, the endowment has been invested prudently, growing in value to close to £1 billion. We use the interest from our endowment to finance our grant-making activities, spending at least 4% of the total value each year.

To date we’ve invested £500 million in the UK and India, in projects and charities that support our vision for a just society. This is a significant milestone for the Foundation, and we want to use this moment to consider new grant-making initiatives which can take us into the future.

We are embarking on a ‘discovery phase’ during 2023 and will share our learning as we go. We are looking for two people to join a small team to help us with this scoping activity. You will need to have an enquiring mind, a comfort with working in an iterative and flexible way and at pace, and a confidence in handling and synthesizing large quantities of information and data. Both roles are expected to work closely with a wide range of stakeholders including a small group of trustees, people with lived and learned experience in the field and
PHF staff, so excellent communications skills are also a pre-requisite.

What will be my main contribution?

This is a newly created 12-month role designed to support, coordinate and deliver a year-long ‘discovery phase’ to inform our grant-making in the future.

You will work closely with our team, organisations that we fund and other external thinkers, policy makers, funders and researchers to develop a programme that gathers evidence,creates content, hosts roundtables and makes space for reflection. You will lead on the adminstration for this programme, liaising with speakers and workshop leaders, booking venue and catering and processing payments. You will also be required to produce briefings and to help manage data collection and storage.

Who will I report to?

You will report to the Associate Director

Who will I line manage?

You will not have line management responsibilities. However, you will be expected to work in a small and fully interconnected structure that relies on collaboration, flexibility, and the ability to operate within both formal and informal reporting relationships.

What budget responsibility will I have?
Not applicable

Main responsibilities

Project administration

• Provide administrative support for the project working closing with Associate Director and the Social Policy and Research Analyst
• Use PHF processes and systems to log expenditure and process invoices.
• Help to design and then manage the knowledge management system.
• Writing briefings and producing presentations.

This would include:

• Produce pre-meeting briefings and information-sharing presentations, using written and digital means for communication.
• Use a variety of methods for ideas generation and information capture, in person and online.

Event management

• Diary management, booking and servicing meetings, coordinating various internal and external demands.
• Liaise with and book speakers, acting as point of contact for all parties.
• Lead on the logistics of relevant events, including identifying and liaising with suitable venues, catering, and other relevant suppliers, managing the invite and attendance list.
• Building and managing relationships with a range of internal and external stakeholders
• Preparing post-event evaluation reports for making proposals as to how future events could be improved

Person specification
We recognise that this person specification is extensive, and you may feel you do not meet all the criteria. We are open to making adjustments to the role and how it is delivered to enable those from a broad range of backgrounds and lived experiences to apply.

If you are interested, please apply even if you do not meet all criteria.

Skills, knowledge, and experience

• Confident to use a variety of methods for ideas generation and information capture, in person and online, for example such as Miro, Padlet, Jamboard etc
• Event and project management – experience in working to multiple targets, bringing together people from across the brief, logistics.
• Relevant office experience in an administrative capacity, including experience of setting up and operating administrative systems and supporting a team.
• Ability to organise and support meetings, including drafting agendas, preparing papers, and taking minutes/actions.
• Strong IT skills, including Word processing, electronic communications, managing and coordinating online meetings, payment systems.
• Strong organisational skills and a flexible approach

Behaviours and ways of working

• Alignment with the values and aims of Paul Hamlyn Foundation
• Committed to Diversity, Equity, and Inclusion
• Articulate, with excellent written and oral skills, and the ability to communicate with a range of audiences.
• Organised, resourceful, and proactive, with a problem-solving disposition.
• Ability to self-manage, set timescales, and develop work according to target dates.
• Collaborative and flexible approach to team working.
• Strong commitment to learning and improvement.

Desirable

Experience of research, synthesizing information and preparing briefings for others

Terms and conditions

• Salary £36,000 pa
• 1-year fixed term contract
• Full-time post 35 hours per week but we are open to discussing hours/days depending on the circumstances of the successful candidate.
• Some flexibility is required from team members around evening work and travel to and from events and meetings.
• There will be a probationary period of 6 weeks.
• 25 days leave per annum, plus statutory holidays.
• Employer pension contribution of 10%
• Medical, permanent health and life insurance on completion of probation

PHF operates a hybrid working policy and you will be expected to work at least 40% of your time in the office with the option to work up to 60% of your time from home. The contractual place of work for this role is 5-11 Leeke Street, London WC1

Apply by 6 November 23

2. HR Advisor Maternity cover

Role Overview

What will be my main contribution?

As our HR Advisor you will play a pivotal role in various aspects of people management. Your responsibilities will include managing the payroll process, recruitment, employee life cycle processes, engagement and benefits administration and employee relations. You will also be the point of contact for the provision of data and insight and maintaining accurate HR records. In this role you have a real opportunity shape and transform the way our processes work that looks to improve our manager’s and people’s experience of our processes

There will also be the opportunity for you to support the Director of People and Culture on a number of exciting people projects that will broaden your skills and experience so this role will be ideal for someone who is passionate about HR, has an excellent eye for detail combined with strong organisational skills.

Main Responsibilities

Payroll and Benefits

• Take the lead on monthly payroll and pension returns – keeping track of all payroll and pension changes, ensuring data is submitted to external companies accurately and on time, checking and reconciling returns.
• To liaise and work with the Foundation’s independent financial advisors to manage employee benefits schemes, and to answer all staff queries regarding pension and benefits.
• Manage financial year-end payroll reporting including preparing annual P11DS, PSAs and other tax returns, and liaising with relevant parties as required.
• Oversee group benefit schemes and ensure scheme requirements are met. Provide periodic data for declarations to scheme underwriters, as required and liaise with benefit scheme advisors to ensure accurate and timely information provided.

Human Resources

• Provide advice and information to staff and managers on all HR-related issues.
• Act as main lead on recruitment for the Foundation; advising managers and drawing up schedules, ensuring appropriate procedures are followed, issuing correspondence etc.
• Liaising with recruitment agencies and managing the online ATS recruitment software
• Maintain HR files and record keeping systems including personnel files for staff (via the online HR portal) and consultants, record keeping for employee benefits schemes, sickness absence records.
• Produce Management Information reports, including KPI, diversity and pay gap reporting.
• Assist with end-to-end employee lifecycle process.
• Draft employment contracts, offer and variation letters and all employment documentation, drawing on standard pro-forma as required.
• Maintain PHF’s annual leave system – via the online HR portal, calculate entitlement and ensure compliance with Foundation policies.
• Manage the annual appraisal process through the online HR portal, advising and guiding managers and staff on process and professional development plans as required.
• Take the lead in responsibility for HR database and act as system administrator (PeopleHR). Train and support users across the organisation to ensure it is used effectively. Introduce new modules as appropriate.
• Work with the Director of People and Culture to manage PHF’s learning and development programme, including research, liaising with trainers and organising logistics. Maintain an overview of staff training and development activities and providing information and support to colleagues.
• Lead on the Foundation’s Wellbeing programme and provide advice and guidance to staff and managers as required.
• Provide support to PHF’s HR Committee of trustees – draft reports and service meetings as appropriate (the meetings are three times per year).
• Research and keep up to date with new HR issues as they arise and provide advice to the Director of People and Culture.
• Co-ordinate support for staff around any reasonable adjustments required to enable them to do their role, including arranging workstation assessments and ordering equipment as needed Projects
• Work with the Director of People and Culture and external HR consultants in maintaining and updating the Foundation’s HR policies and procedures, in line with best practice and with reference to the impact of the Foundation’s DEI commitments.
• Provide support or lead on Foundation ad hoc projects as required. This could include organising events, supporting a group working on a new development or research and developing a plan for introducing a new system.

Other

• Attend wider team meetings as required and contribute to cross team developments and working.
• Ensure all records relating to HR areas of responsibility are maintained in line with PHF’s document retention policy and GDPR requirements,
• Contribute to cross-departmental and multidisciplinary working across PHF to deliver continual improvement and professional development.
• Uphold and promote the aims of the Foundation’s equality and diversity policies in the course of day-to-day work

Person specification

Essential experience and knowledge

• At least part qualified CIPD Level 5 or equivalent by experience
• Experience of working in a generalist HR role
• Experience in providing and checking data for payroll to a monthly timetable.
• A good understanding of, and proactive approach to embedding HR good practice.
• Ability to be proactive, use initiative, and take ownership for all aspects of the role.
• Substantial experience of undertaking administrative duties, including setting up and maintaining systems and business as usual HR duties.
• Proven track record of an organised and methodical approach to work, combining accuracy with attention to detail and an ability to meet deadlines
• Strong IT skills, including word processing, use of spreadsheets, use of databases to process information. A pro-active approach to learning about new systems.
• Good written and verbal communication skills
• Ability to develop relationships with colleagues at all levels and communicate effectively with a range of audiences.
• Flexible, collaborative and multi-team approach
• Good numeracy skills and the ability to work with financial records and ensure accuracy.
• A good understanding of the importance of confidentiality and the ability to maintain confidential records.
• Commitment to work to high standards of ethical conduct at all times, with a clear understanding of the impact on others.

Desirable

• Able to constructively challenge, influence and do things differently to deliver positive organisational benefits.
• Experience of managing multiple HR related priorities
• Confidence and ability to build rapport, develop and maintain supportive working relationships at all levels.
• An interest in diversity, equity and inclusion and a commitment to learning and developing PHF’s DEI practice.
• Sympathy with the values and aims of the Paul Hamlyn Foundation, and in particular its commitment to social justice and equality, to tackling disadvantage, fighting prejudice, supporting youth voice and participation

Terms and conditions

• Salary c£36,000 pa pro rata
• Full time 35 hours per week. Office hours are normally 9am – 5pm Monday – Friday, but flexible working is possible around core hours of 10am – 4pm; some flexibility is required from team members around evening work and travel to and from events and meetings.
• Twenty-five days leave per annum, plus statutory holidays
• Employer pension contribution of 10% of salary.
• Medical, permanent health and life insurance (once probation period passed)

PHF operates a hybrid working policy and you will be expected to work at least 40% of your time in the office with the option to work up to 60% of your time from home. The contractual place of work for this role is 5-11 Leeke Street, London WC1