People Services Specialist

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Date: 3 Mar 2025

Location: San Juan City, Philippines

Company: inchcape

Purpose of role

The People Services Specialist provides operational support to the People Team and ensures the integrity of the data contained in our systems.  This role provides People Services support and interfaces with employees and applicants to fulfill daily operational transactions such as benefit inquiries, onboarding, verifications of employment, compliance training tracking, and new hire processing.  The People Services Specialist ensures that queries are addressed promptly while providing exceptional service to enhance our colleague experience. 

 

Job role and responsibilities:

People Team Support

  • Provide quality and self-service transactional, administrative and support services for employee lifecycle through various intake channels in accordance to established guidelines and business processes.
  • Logs queries and updates, creates case management record and ensure closure of case.
  • Proactively follow-up on requests not immediately completed and retain ownership of requests by maintaining privacy, confidentiality and security policies that focus on providing exceptional service.
  • Provide sound advice and service to employees on People-related inquiries received via email, phone, and/or in-person
  • Direct complex employee relations issues to the People Business Partners
  • Guide employees on the use of systems such as PeopleHub and its associate modules and other internal systems
  • Work collaboratively with other People Team Members to ensure strong teamwork and delivery of services to colleagues
  • Prepare verification of employment letters
  • Conform with People Services SLAs to ensure timely response and delivery of tasks and employee requests
  • Complete the termination process of employees on Peoplehub, including final leave encashment
  • Identify opportunities for improving administrative processes, implementing best practices, and enhancing efficiency across supported teams
  • Provides reports as requested and ensures completion of regulatory requirements, such as quarterly and annual reports requested by the Department of Labor

 

New Hire and Recruitment Support

  • Provide onboarding to new hires, ensuring the completion of paperwork and pre-employment requirements
  • Pension registration form collection and checking
  • Facilitate and oversee the background check process upon notification of offer acceptance and/or initiate reference check and vendor payment settlement
  • Track and oversee benefit eligibility for new colleagues, ensuring that all are aware of the enrolment deadlines and requirements
  • Enter employee into PeopleHub, DayForce, and other systems prior to first day of employment
  • Ensure employee accesses are provided, according to position
  • Ensure employee is included in email distribution groups
  • Complete New Hire checklist and pass paperwork to Office Administrator to create Employee Personnel File

 

As Needed and/or when directed by Manager

  • Provide administrative support, participate in projects, and support the implementation of policies and procedures
  • Develop and maintain working knowledge of guidelines, business processes and systems.
  • Performs other related duties as assigned

 

 

 

skills and Experience required:

 

Education

    • An associate’s degree in Human Resource Management, or related discipline, or the equivalent experience

Experience

    • 2 – 3 years’ experience as a Human Resource Generalist, or related function

Licensure and Certification

    • SHRM-CP or PHR is preferred

KNOWLEDGE, SKILLS, AND ABILITIES
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • Knowledge
    • Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology
    • Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process
    • Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
    • Principles and processes for providing customer and personal services
    • Principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems
  • Skills
    • Using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
    • Conflict management
    • Managing one’s own time and the time of others
    • Excellent interpersonal, written, and verbal communication skills
    • Maintaining a professional demeanor and consultative approach
    • Monitoring/Assessing your performance to make improvements or take corrective action.
    • Service orientation skills, such as proactively looking for ways to assist others
    • Professional oral and written skills
    • Microsoft Office, primarily Outlook, Word, and Excel
  • Abilities
    • Ability to work in a complex work environment, deal with ambiguity and across functions
    • Handling tactical day-to-day operations in area of responsibility
    • Communicating well with employees at all levels of the organization
    • Monitoring and assessing own performance to make improvements or take corrective action
    • Demonstrating Company values in an on-going and consistent way
    • Establishing and maintaining effective relationships with key stakeholders
    • The ability to concentrate on a task over a period of time without being distracted.
    • Ability to keep information confidential

HEALTH, SAFETY, AND ENVIRONMENT (HSE) ACCOUNTABILITIES
  • Responsibilities
    • Follow standard safe work procedures
    • Identify and report hazards and environmental aspects
    • Follow reasonable instructions
    • Act responsibly for the safety of self and others
    • Participate in HSE improvement activities
    • Wear designated personal protective equipment
    • Ensure tools are in a safe condition before use
    • Adhere to site safety rules
    • Respond to spills or environmental incidents immediately
  • Key Activities
    • Report all unsafe situations immediately to supervisor/manager
    • Take corrective action within own ability and report to supervisor/manager
    • Report all injuries, near hits, and plant or equipment damage
    • Support fellow employees
    • Support HSE committees
    • Ask about and keep informed of workplace hazards
    • Attend training as requested
  • Accountability Measures
    • Process supervision
    • Current knowledge of HSE committee and discussions

PHYSICAL DEMANDS
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The physical requirements of this position involve sedentary work, which involves sitting most of the time
  • Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body
  • The worker is required to have close visual acuity to perform activities such as preparing and analyzing data and figures, and viewing a computer terminal
 

WORK ENVIRONMENT
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • In door office, air conditioning, well-lit office space
  • This role routinely operates standard office equipment such as computers, phones, photocopiers, and filing cabinets