ROLES AND RESPONSIBILITIES
Support the People Team with:
Safeguarding Programme Coordination:
Create, maintain and update safeguarding templates, reporting forms, guidance documents and internal toolkits.
Working in consultation with the Director of People, coordinating internal safeguarding processes, ensuring timely submission and accurate filing of incident reports and training records.
Support the administration of safeguarding training for UBSA staff, leadership and board members, including scheduling, materials preparation, tracking attendance and compliance.
Ensure safeguarding onboarding components are delivered to all new joiners, including Code of Conduct, reporting procedures, and key policy briefings.
Create and manage the safeguarding documentation repository, ensuring controlled access, proper categorisation, and compliance with privacy requirements.
Assist with safeguarding-related and policy non-compliance workplace investigations by preparing documentation, collating evidence, scheduling interviews, and acting as note-taker.
Ensure all safeguarding records meet legal, audit, and procedural standards.
Compliance, HR Governance & Policy Coordination:
In consultation with the Director of People, maintain the central repository of HR and People Team organisational policies (Safeguarding, Whistleblowing), ensuring effective version control, accessibility, and timely updates.
Coordinate cyclical policy reviews with policy owners, ensuring documents remain current with legislation and best practice.
Support drafting, editing and formatting HR policies and procedures.
Working with policy area owners/leads to track and report organisation-wide compliance with existing policies Support line managers and the People Team in addressing compliance breaches, escalating concerns, and maintaining accurate ER and compliance records.
Prepare reports, trackers, and compliance dashboards for the Director of People & senior leadership as required.
Contract & Legal Compliance Administration
Coordinate periodic review of employment contract templates across international and local jurisdictions, liaising with external legal counsel or local HR advisers where needed.
Maintain records of all contract templates and ensure they comply with regulatory changes.
Support risk assessment of people-related compliance issues and ensure consistent documentation practices.
Working in collaboration with the Director of People and the Chief Operating Officer's office to track and manage renewals of organisational insurance policies (e.g., liability, travel, professional indemnity).
Ensuring timely submission of required information and awareness of coverage requirements for organization-wide insurance policies in consultation with the relevant subject-matter leaders/departments.
Serve as the point of contact with insurance service providers and identify/ liaise with our county-specific insurance points of contact.
Employee Relations & Investigations Support
Provide administrative support for ER processes, including disciplinary, grievance, capability, and safeguarding-related matters.
Prepare case documentation, schedule meetings, draft meeting notes, and ensure accurate record keeping.
Apply an understanding of employment law, international safeguarding guidelines, and organisational procedures when coordinating ER activities (including country-specific guidelines as may be required).
Ensure all case files are stored securely and in line with GDPR/data protection policies.
Compliance Culture & Continuous Improvement
Champion a culture of ethical behaviour, safeguarding awareness, and compliance throughout the organisation.
Act as the first point of contact for staff queries on policies, safeguarding procedures, and compliance expectations.
Support internal communications on compliance topics, including newsletters, reminders, and awareness campaigns.
Collaboration and Relationship Building:
Collaborate closely with the People team, Safeguarding Advisor, Line Managers, Team Members, Legal and compliance advisers, Local member organisations HR representatives (where applicable), Investigating officers / case managers, Insurance policies vendors and brokers.
Stay informed about industry trends and best practices in Safeguarding, Employee Relations and HR Policies.
ESSENTIAL SKILLS AND EXPERIENCE
Experience in at least two of the following elements of HR, safeguarding and/or compliance, or employee relations
Undergraduate degree and at least three years' equivalent experience in HR, law, social sciences, safeguarding, compliance, or related-field - must have criteria.
Experience coordinating policies, procedures, or governance systems
Experience handling confidential information with high integrity
Exposure to workplace investigations or casework administration
Experience interpreting policies or legal requirements in a practical way