Job Application Form

HR Coordinator, Mayfair

Employment Type

Full Time, Fixed Term

Application Start Date

01-10-2025

Application End Date

31-10-2025

Location

Mayfair

State/County

London

Zip Code

W1S 1BQ

Country

United Kingdom

Work Style

Hybrid

Industry

Banking

Category

Human resources

Position

HR generalist

Description

We are seeking a skilled and experienced HR Coordinator to join our dynamic team on a 12 months fixed term contract. As a HR Coordinator, you will play a crucial role in supporting the HR department with various administrative tasks, employee relations, recruitment activities, and maintaining HR records.

The ideal candidate will have strong organisational skills, excellent attention to detail, and the ability to handle confidential information with discretion. You will work closely with the HR team to ensure smooth day-to-day operations of the department.

Key responsibilities will include:

  • Provide first class service and support to all employees of the Bank
  • Management and collation of all HR department’s data
  • First point of contact for all HRIS related matters. Manage, maintain and develop the HRIS
  • Support the Head of HR on various HR projects as and when required.
  • Provide monthly statistics and reports from the database as and when required.
  • Provide monthly and quarterly reports on all HR Key Performance Indicators (KPls), Key Risk Indicators (KRls) and Board Pack.
  • Responsible for ensuring that the HR database is up to date for reporting purposes.
  • Collate all monthly changes for the monthly payroll.
  • Manage the attendance and absence process.
  • Responsible for ensuring the department’s HR tracker and monthly management information is up to date.
  • Manage all the bank's benefit administration
  • Minute taker for all HR and employee relations meetings.
  • Assist the Head of HR with all audit requests when required
  • Manage the day to day running of the HR Office
  • Assisting with recruitment and onboarding processes
  • Supporting HR initiatives and projects
  • Coordinating training and development activities
  • Any additional activities deemed necessary to facilitate the successful completion of the department objectives.

Other Requirements:

  • Knowledge of HR principles and practices
  • Excellent organisational and time management skills
  • Strong attention to detail
  • Effective communication and interpersonal abilities
  • Proficiency in MS Office and HRIS systems
  • Ability to maintain confidentiality

If you're passionate about human resources and looking to develop your career in a supportive environment, we'd love to hear from you!

Please note: Further details about the position, including salary range, work arrangements and other specific details will be discussed during the interview process.

Our Commitment to You

We are committed to ensuring that:

  • our pay remains competitive in the labour market;
  • we pay individuals in line with normal industry practice and standards;
  • our pay is consistent and fair;
  • we take into account the official data on inflation;
  • we recognise individual performance and reward employees accordingly; and
  • individuals are not discriminated against because of gender, marital or civil partnership status, race, religion or belief, sexual orientation, age, disability, gender reassignment, pregnancy and maternity, or because they work part time or on a fixed-term contract.

Our Benefits

  • x4 Life Assurance 
  • Pension (10% employer contribution)
  • Private Medical Insurance 
  • Income Protection
  • Critical Illness Cover
  • Company Car Scheme
  • Season Ticket Loan 
  • Gym Membership (Wellhub)
  • Cycle2Work
  • EAP

Please note that our benefits are not contractual and we reserve the right to amend or withdraw them at any time. Our benefits are based on certain eligibility criteria and are only applicable to our permanent and fixed term employees. They do not apply to interns, work placements, contractors, consultants or any self-employed individuals working for the organisation. 

Personal Information

Professional Information

Mandatory

Other Attachment

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Privacy Declaration

 

CANDIDATE PRIVACY NOTICE

 UBL UK (the Bank, We, Us) is a "controller" in relation to your personal data. This means that we are responsible for deciding how we hold and use personal data about you. This Candidate Privacy Notice is in relation to you applying for a role with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and for how long it will usually be retained. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).

As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

DATA PROTECTION PRINCIPLES

We will always comply with data protection law and principles, which means that your personal data will be:

·           Used lawfully, fairly and in a transparent way.

·           Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

·           Relevant to the purposes we have told you about and limited only to those purposes.

·           Accurate and kept up to date.

·           Kept only as long as necessary for the purposes we have told you about.

·           Kept securely.

YOUR PERSONAL DATA

The organisation collects a range of information about you. This includes:

·        your name, address and contact details, including email address and telephone number;

·        details of your qualifications, skills, experience and employment history;

·        information about your current level of remuneration, including benefit entitlements;

·        whether you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;

·        information about your entitlement to work in the UK; and

·        equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health, and religion or belief.

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers , information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

WHY DOES THE ORGANISATION PROCESS PERSONAL DATA?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether those interests are overridden by the rights and freedoms of job applicants, employees or workers and has concluded that they are not.

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the consent of job applicants, which can be withdrawn at any time by contacting the DPO.

For our roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment and to comply with a regulatory requirement to establish whether an individual has committed an unlawful act or been involved in dishonesty or other improper conduct for the purposes of preventing or detecting unlawful acts.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time by contacting the HR department.

WHO HAS ACCESS TO DATA?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

The organisation will not transfer your data outside the UK without notifying you prior to the transfer.

HOW DOES THE ORGANISATION PROTECT DATA?

The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a defined need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the Data Protection Officer (DPO).  We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

HOW WE PROCESS YOUR PERSONAL DATA

 

We will use the personal data we collect about you to:

·           Assess your skills, qualifications, and suitability for the role.

·           Carry out background and reference checks, where applicable.

·           Communicate with you about the recruitment process.

·           Keep records related to our hiring processes.

·           Comply with legal or regulatory requirements.

Once we receive your CV and other material, we will then process that data to decide whether to shortlist you for the role. If we do, we may invite you for an interview. Data you provide to us at the interview will help us to decide whether to offer you the role. If we decide to offer you the role, it will be conditional on pre-employment checks, including criminal records checks, being satisfactory.

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all. If your application is successful, it will be a condition of any job offer that you provide evidence of your right to work in the UK and satisfactory references.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

 

YOUR SENSITIVE PERSONAL DATA

 

We will use your particularly sensitive personal data in the following ways:

·           We will use data you provide us to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an interview.

·       Upon joining the Bank, we will use data about your race or nationality or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

 

AUTOMATED DECISION-MAKING

 

Recruitment processes are not based solely on automated decision-making.

 

DATA RETENTION

If your application for employment is unsuccessful, the organisation will hold your data on file for 12 months after the end of the relevant recruitment process. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

 

YOUR RIGHTS OVER YOUR PERSONAL DATA

 As a data subject, you have a number of rights. You can:

  •  access and obtain a copy of your data on request;

·        require the organisation to change incorrect or incomplete data;

·        require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;

·        object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and

·        ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact the DPO (dpo@ubluk.com). We will respond to your request within 28 days, and where we are by law unable to complete your request in full, we will explain this to you.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

 

DATA PROTECTION OFFICER (DPO)

We have appointed a Data Protection Officer (DPO) to oversee compliance with this Candidate Privacy Notice. If you have any questions about how we handle your personal data, please contact the DPO at dpo@ubluk.com, or by writing to:

The Data Protection Officer

UBL UK

2 Brook Street

London W1S 1BQ

020 326 9953

You can also make a complaint to the Information Commissioner’s Office at: ico.org.uk.

 

The Bank is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and Prudential Regulation Authority.

Telephone calls are recorded and may be monitored for regulatory and training purposes to help maintain service quality.