People Operations Specialist

Job Description

Location: Fully Remote, UK

Contract Type: Full-time, permanent, 40 hour per week Mon-Fri, subject to a 6 month probation

Interviews: Max 3 stages totalling around 4 hours

Reports to: Head of People & Operations, Sarah Power

Salary: We have benchmarked a salary in the region of £30-£35k, dependant upon experience

Why join us? 👋

We are a profitable SaaS business servicing the needs of international law firms and government departments, mostly in the USA and UK. We’re on a mission to help our clients become as efficient as possible when it comes to managing huge volumes of information - so that lawyers and business leaders can stay on top of the news that matters, and as a result make faster and better decisions.

We are growing fast, our Head of People & Ops, Sarah is busier than ever and this is where you come in. We are seeking a highly organised, proactive and People driven People Operations Coordinator to support Sarah within the People & Ops function at Vable. This role offers a unique opportunity to work alongside Sarah and cover every aspect of People & Operations. The right person will make a significant impact by helping her regain valuable time and assisting in every aspect of the People Ops lifecycle. At Vable, we understand that the key to our success is our People and ways of working ✨

We would love to hear from you if you have the criteria below: 📬

• Ideally you will have 4 years proven work experience within HR to include onboarding, recruitment, administration and employee experience. This could be as a People Ops Specialist, HR Generalist, HR Business Partner or similar
• Recruitment experience and have coordinated on various recruitment drives. To include scheduling interviews, carrying out intro calls, preparing scoring matrices and have the skills and desire to sell Vable to candidates
• You are tech-savvy, can set up a lot on your computer remotely, experience in GSuite, project management tools such as Monday, a wizz on HRIS, ATS and Slack. Our interviews are set up via zoom and require the applicant to do this effortlessly.
• Excellent with administration and does not miss the small details. You will assist in contracts, employee letters and correspondence, presentations and ‘All Hands’ meetings.
• You are creative and love innovation. You are always looking for new ways to work smarter and more efficiently. When it comes to creating presentations or designing a visual process - you know your way around tools like Notion. Our employee handbook is held here and you have experience in what good looks like for our Vablers
• Project management exposure and have assisted on projects previously such as Career Progression Frameworks, Values workshops, Cultural Change or up skilling Managers
• The ability to embrace ambiguity in a fast-paced, forward-thinking environment and have a big picture mindset as we juggle a lot within this department. All with a smile and helping hand 😊
• Positive can do attitude and curiosity to assist in making improvements, with the ability to proactively find answers and recommend solutions
• Confident with handling sensitive and confidential employee information, paired with strong communication with the ability to build relationships with all Vablers quickly 💚
• Excellent attention to detail, you don’t miss the small details, are reliable and well organised. There is a lot that flows through this department.
• You care, active listening and empathy is second nature. You may be the first person that an applicant meets from Vable and we want the candidate experience to be the best it can be.
• Ability to exercise discretion at all times is essential as you will deal with a lot of confidential information
• A culture champion and actively looks for ways to make improvements. Doesn’t sit still on knowledge and learning and constantly looks for ways to make things that little bit better

Nice to have:

• HR qualification, CIPD qualified and a love of all things People & Culture
• Experience gained at SaaS start-ups / scale-ups. We move fast and look for practical solutions. An understanding of how quickly these environments work would be great
• Familiar with using a Mac Book and the tech associated with it or willing to learn asap. We don’t have a dedicated IT department and you will be expected to set things up yourself, within reason.
• Experience with payroll and finance and using Xero. Being remote we pay across various jurisdictions
• Worked remotely and understand the challenges here and how you can help each employee do their best work remotely

Why this role may excite you: 🎊

• We are a globally dispersed team of Vablers - currently a team of 26 and growing - 50% in engineering and 50% across People & Operations/ Sales / Marketing / Customer Success
• We are a fully remote and a close-knit team. Communicating and checking in is our thing
• Our CEO Matthew is based in Germany, our Head of Revenue Emily is in Atlanta (USA), our Head of People & Ops Sarah is in Northern Ireland and our Engineering Team is in the Ukraine. See we are dispersed! Most of our Vablers work throughout Europe 🌍
• As the 3rd member of the People & Ops team you will have the opportunity to make impact
• We have a great team of Vablers and our aim is to make Vable the best place to work, by laying the foundations for a high performing team. This is where you can help. By implementing great processes and helping us operate effectively
• We are profitable and have a proven business with an established client base of global law firms and professional organisations
• You will get to be part of who we bring into the company and truly help shape our culture
• We are a small team and are intentional about building relationships
• This is a great opportunity for someone who truly likes processes and order and working across the whole company. Who really cares about the employee experience and finding ways to make it the best that it can be

This is a great opportunity for you if you want to:

🤸‍♂️Have a real generalist role which touches on both People and Operations. You may have worked in HR and want more exposure to the People realm

🌟 Work in Tech with an established product

💚 Become a Vabler and join a great team, Sarah being your manager, who believes in mentoring and coaching and wants Vable to be the best that it can be

🎢 Join a company looking to scale and who understands people are their greatest asset

🌍 Be part of a remote and globally distributed team

The day-to-day job: 👩‍💻

While the below is not an exhaustive list of your duties, it outlines the bulk of the role on a day-to-day basis.

• Support People Operations projects, such as OKR workshops, career progression frameworks, HRIS updates, implementing workflows on HR platforms and conducting data audits
• Assist the Head of People & Ops, Sarah on best practices, and regulatory changes to ensure compliance and effectiveness
• Administration of G-Suite and using it to a high standard and helping others
• Assist and maintain policies & procedures to ensure we are competitive and a great place to work
• Laying the foundations for our Vablers to do their best work
• Update and maintain HR or Operations related documentation and resources
• Maintain employee records, ensuring accuracy and compliance with HR regulations
• Act as point of contact for Vablers and candidates for any HR or Ops support services, ensuring a customer-centric right first time approach
• Assisting in recruiting, onboarding and training new staff. To include becoming a pro at workable and scheduling interviews on Zoom and GMail, managing applicants on the ATS. You will carry out intro calls and be the face of Vable for our candidates. So you need to be able to sell the company
• Automating administrative tasks and documenting key processes for training and record keeping
• Assisting in setting up and rolling out rituals company wide. You know what good looks like and how to set up rituals
• Proactively identifying opportunities for Vable to improve operations across all aspects of the business
• Managing relationships with suppliers; this may include projects on reviewing costs, reviewing contracts / InfoSec and GDPR documentation
• Assisting in implementing OKRs and assisting in offering advice and guidance, becoming a specialist for other Vablers
• Supporting various teams as required on all things People & Operations and updating and maintaining our go to Employee Handbook via Notion
• To undertake a range of admin support duties including, organising meetings, maintaining diaries and dealing with incoming/outgoing mail. Doing admin, setting up calls and carrying out repetitive tasks does not phase you and is a big part of the role
• Managing and processing employee benefits to include Private Healthcare and EAP
• Helping new joiners with their IT set up and induction training, ensuring they are set up for success at Vable
• L&D projects and ensuring our Vablers have the process in place to learn & develop
• Supporting the People function with the planning and implementation of HR engagement activities and initiatives
• Contribute to the adherence of full audit checks and control
• Ensure that GDPR/Info security activity is fully embedded within people operations and that ongoing activity is actioned in adherence with regulations
• Take ownership for personal development and assist with the team's development. Continuously striving for continuous improvement and applying systems thinking methodology to our ways of working
• Assist in the roll out of the career progression framework and ongoing performance management
• On occasions you may be pulled into finance, legal and administration tasks as you do fall within the Ops team
• Be an example to all and live and breathe our core values and behaviours

About you: 👀

Working within People and Operations is a key role in any company, therefore we know you will be an excellent communicator and listener, have empathy, are great at managing multiple tasks and really care about helping people. We will also be looking for the following:

• You are structured and like organisation and things being in their right place. You can see the bigger picture and how one part of the organisation affects the other. When we advertise a role you are already thinking about interviews and that questions need set up and confirmed
• Have empathy and an understanding of what People are going through and genuinely care
• You are approachable and people can rely on you to follow up on requests and keep them in the loop
• You are able to deal with various stakeholders asking you for information or clarification and your attention to detail is second to none
• You are passionate and have a drive to make Vable the best that it can be
• You have an excellent work ethic, are extremely confidential and can manage time well
• You are able to work effectively within a decentralised team and have a flare for keeping the team engaged and communicating effectively
• You have passion in what you do
• One thing that sets our Vablers apart is that they take ownership, are accountable, easy to work with and get the job done. These are non negotiable for us and our next Vabler must possess all of these behaviours and attitudes 😊
• We are looking for a pretty awesome person. A creative People Operations pro, who will be invaluable to Sarah and the wider Vable team. In return you get to work for a company that cares and will help you grow in your journey at Vable 💚

To be successful in this role, your values matter just as much as your skills. Does this sound like you? ✨

🟢We are Kind and Empathetic = Our behaviour and words assume the best in people

🟢We are Always A Team = We are a globally dispersed team. We are bound together by accountability

🟢We are Curious = A bunch from various backgrounds. We ask questions, plan things out, push the boundaries, challenge the status quo and welcome creativity

🟢We Take Ownership = We care deeply about the work that we do and strive for excellence. We are focused on our goals and love the details

✅ Why work for Vable?

• We have a culture that we protect, we value the contributions each Vabler makes
• We encourage constant learning so you can keep up to date. A yearly budget of £250
• We encourage creativity and like new ideas. We embrace people who have different opinions, perspectives and personalities and concentrate on the Cultural Add not fit
• We provide comprehensive healthcare cover following probation
• Get a MacBook, monitor and other required technical equipment when you join
• 33 days of paid leave a year inclusive of statutory holidays, based on where you live
• Offer an Employee Assistance Programme through Oliva
• We like our virtual socials and really do like to get to know everyone in the team
• We are well established, have been around for 19 years
• We build relationships well and get to know everyone

❌ Why it may not be for you

• We are a 40 hour week, Mon-Fri and have core hours, unless stated otherwise or agreed. Being a small remote team, it's how we operate
• We have various meetings per week and people are expected to attend and contribute
• Everyone has the opportunity to query, ask questions, have new ideas and we will give you our opinion. We operate on continuous feedback and recognition, this isn’t for everyone and if this makes you uncomfortable or it’s not your thing, probably not a good fit for either of us.
• We have set behaviours and values that every Vabler is expected to adhere to and regardless of working remotely we dress appropriately for interviews, meetings and client calls. You may be the first person that someone meets from Vable, we want it to be a good one.

Ready to apply? 💌

Great! Send us a CV and cover letter, answer the questions and give us some context why you’d like to join Vable and feel you’d be a great add.

Interview Process:

1. Test/Intro Call: You will carry out some tests and meet Sarah, Head of People & Operations first on a 30 minute zoom call; you don't need to prepare anything in advance.
2. Interview: If after the intro call, we’re both excited to proceed, you will be invited to a second stage interview with Sarah and another applicable manager
3. Final Interview: Will be with Sarah and may include another applicable Manager. This may include a technical task and will be a chance to explore anything needing clarification.
4. As each and every applicant is reviewed individually we expect the whole process to take around 6-8 weeks

🎥We record all of our interviews, with your permission. It makes it easier as we are globally distributed.

Vable is an equal opportunity employer. All applicants will be considered for employment regardless of race, religion, sex, sexual orientation, gender identity, national origin or disability status.