HR Hub Intern

Job Purpose: 

• To support the remediation of the audit finding relating to missing and/or incomplete approved Job Descriptions (JDs) in employee personnel files.
• The Intern will support the review and validation of Job Descriptions to ensure all required sections are complete, coordinate the Job Description approval and sign-off process through DocuSign, follow up on outstanding approvals, escalate delays where necessary, and ensure fully approved Job Descriptions are appropriately electronically filed and maintained.
• The role holder is expected to deliver work of audit-ready accuracy, meet defined turnaround standards, and contribute to the team's service delivery. The role operates at execution level under the direction of the Head of Head of HR Hub & Total Rewards and designated Leads, with no supervisory or budgetary accountability.

Key responsibilities: 
Job Description Review & Validation

• Review assigned Job Descriptions against the approved requirements and instructions provided.
• Confirm that all required sections are complete and accurate.
• Flag any missing or inaccurate information for correction before the JD proceeds for sign-off.

Job Description Sign-Off

• Send validated Job Descriptions through DocuSign for employee and Line Manager sign off.
• Track the status of JDs submitted for sign-off.
• Follow up with relevant stakeholders on pending sign offs.

Follow-Up & Escalation

• Monitor outstanding signoffs and ensure timely completion.
• Escalate delayed or pending signoffs to the relevant HR Hub Associate where necessary.
• Maintain clear records of actions and outstanding items.

Filing & Records Management

• Ensure fully signed Job Descriptions are appropriately electronically and physically filed in the relevant personnel records.
• Update the JD tracker to reflect the status of each Job Description.
• Support reconciliation of signed JDs against the assigned employee population.

Project Progress & Reporting

• Provide regular updates on the progress of the assigned Job Description population.
• Highlight outstanding reviews, sign offs and filing actions.
• Support completion of the assigned population within the agreed project timeline

General

• Manage all employee data with ethical stewardship, adhering to Britam's data privacy policies and human capital governance standards.
• Act within the approved Delegated Authority Matrix; the role carries no independent approval authority. 

Knowledge, experience and qualifications required:

• A Bachelor's degree in Human Resources or a Business-related field. Progress toward CHRP and IHRM membership is an added advantage but not a requirement at entry.
• 0–2 year of experience in working with large volumes of employee documentation is an added advantage.
• Strong working proficiency in MS365 (Excel, Outlook, Teams, Forms) and comfort learning filing and HR systems (e.g., ImageNow, Docusign platforms) quickly.
• Ability to follow up professionally and persistently with multiple stakeholders.
• Demonstrated accuracy and attention to detail in maintaining records, trackers, or databases.
• Ability to manage multiple deadlines with strong personal organisation and follow-through.
• High integrity and discretion in handling employee data.
• A proactive, adaptable approach and willingness to learn in a fast-paced, digital-first environment.

Technical / Functional Competencies: 

• The ideal candidate should demonstrate knowledge and experience in:
• HR operational procedures.
• Recruitment coordination and administration.
• Employee Induction and onboarding processes.
• Performance management administration.
• HR data management and reporting.
• Working knowledge of external HR regulatory requirements including labour laws.