Assistant, People Inclusion & Culture

People, Inclusion & Culture Kings Cross, London Req. UMG-5710



Job title: Assistant, People, Inclusion & Culture
Reporting to: Snr Business Partner, People, Inclusion & Culture
Department: People, Inclusion & Culture (PIC)
Location of work: 4PS

Music is Universal


It’s the passionate and dedicated team at Universal Music UK who help make us Britain’s leading music company. From A&R to finance, legal to digital, sales to marketing, Universal Music is the place to grow and develop your career within a truly commercial and innovative business that leads in everything it does.

Everyone is welcome to apply for our roles, and we are determined to ensure that no applicant or employee receives less favourable treatment because of gender, race, disability, sexual orientation, religion, belief, age, marital status, background, pregnancy or caring responsibilities. We also recognise the importance of diversity of thought within our teams and are fully committed to embracing the talents of people with autism, dyslexia, ADHD and other forms of neurocognitive variation.

We will always seek to make appropriate adjustments to recruitment, workplaces, and work processes to be fully inclusive to people with different needs and working styles. If you need us to make any reasonable adjustments for you from application onwards, including alternatives to the online form or to disclose a neurocognitive condition, please email [email protected]

The A Side: A Day in The Life

To provide a responsive PIC administration service to PIC Business Partners, Managers and Employees. To support colleagues with the delivery of HR activities and projects and to effectively manage any allocated admin processes.

The B Side: Skills & Experience


Be Administrative and Operational

General Support

Provide general PIC administration support to allocated business areas and PIC Business Partners (BP) to include:

  • Responding to queries from managers, employees, candidates, and suppliers attempting to resolve their questions in a timely manner/ knowing when to escalate to PIC BP
  • Ensure that all employee data is updated immediately onto all PIC systems and org charts
  • Drafting contracts/letters/any correspondence required and filing appropriately
  • Issuing new starter contracts with appropriate policies/forms etc – monitoring return of documents/potential issues to raise with PIC BP
  • Work in conjunction with the Talent Acquisition team and Managers for all onboarding matters including assisting with ordering IT equipment and couriering to starter as appropriate and assisting with appropriate IT set up
  • Meeting all new starters within designated client groups to run through benefits
  • Carrying out proper right to work and visa checks in accordance with current guidance
  • Keep appropriate records of visas and assist with gathering data for internal audits
  • Manage probationary periods and sending out probationary review forms, reminders and preparing probationary letters – knowing when to flag issues with PIC BP
  • Manage length of service letters, distribute at appropriate times
  • Supporting discipline/grievance/redundancy matters as required – minuting meetings, paperwork etc.
  • Manage any employee or consultant/temp contract changes; including reminders of service agreement dates, reviews and transfers – flagging with PIC BP in good time
  • Sending specific reports quarterly as requested by the business
  • Assisting with maternity process i.e. arranging risk assessments, requesting appropriate documentation, liaising with payroll on paperwork
  • Responding to all reference requests (new starter references, leavers, mortgages, rentals, visa support etc)
  • Providing advice/assistance on polices/processes where possible
  • Assist in the salary review and bonus payment processes as required
  • Ensure that accurate absence records are kept for the business at all times
  • Creating reports from Workday as required by BP


Payroll Support

Work alongside the Payroll team to ensure that monthly payroll is administered according to processing dates to include:

  • Raising new roles in Workday & ensuring all details correct /creating new management structures etc
  • Hiring new staff in WD, ensuring all details correct and payroll information is updated - liaising closely with payroll on this each month
  • Completing payroll paperwork for new hires and submitting in time for payroll deadline
  • Actioning all other changes – promos/hours changes/service agreements etc + managing all related paperwork from draft to issue/return
  • Monitoring all WD transactions have completed in time for payroll deadlines – chasing up finance or business approvers where not yet approved/raising with PIC BP
  • Process leavers in WD and all associated leaver actions including Leaver letters and associated actions i.e. courier equipment returns


Be Collaborative

  • Advising on PIC admin processes/liaising across admin team to ensure consistent approach
  • Working as a team to cover each other’s work if required
  • Ad hoc team projects as required


Person Specification


  • Experience working within a fast-paced HR or PIC department in a similar role
  • Previous experience using Workday
  • Previous knowledge of general HR systems and processes that can be applied to this role
  • Great interpersonal skills and communication skills – ability to deal with telephone queries, emails, face-to-face requests politely and efficiently
  • Highly organised with proven administration skills and a high attention to detail
  • Proven experience of working under pressure in a calm, efficient and organised manner
  • Ability to work to deadlines and prioritise work
  • Ability to develop strong working relationships across various levels throughout an organisation and work as part of a team
  • A self-motivated proactive approach and resourceful in finding solutions
  • Proficient in the use of Microsoft Office suite particularly Word, Excel and Viso
  • Interest in the music industry/love of music



  • Previous experience within a media environment
  • Experience of working in sizable/complex organisation
  • Undertaken HR qualifications or other relevant courses
  • Previous experience of managing visa processes
  • Creative in ideas to improve upon process and systems

Bonus Tracks: Your Benefits


  • Group Personal Pension Scheme (between 3% and 9%)
  • Private Medical Insurance
  • 25 paid days of annual leave
  • Interest Free Season Ticket Loan
  • Holiday Purchase scheme
  • Dental and Travel Insurance options
  • Cycle to Work Scheme
  • Salary Sacrifice Cars
  • Subsidised Gym Membership
  • Employee Discounts (Reward Gateway)

 Just So You Know...


The company presents this job description as a guide to the major areas and duties for which the jobholder is accountable. However, the business operates in an environment that demands change and the jobholder's specific responsibilities and activities will vary and develop. Therefore, the job description should be seen as indicative and not as a permanent, definitive and exhaustive statement.