Employee Services and Records Analyst at Aluko & Oyebode

JOB SUMMARY

• The Employee Services & Records Analyst supports the People & Culture function in delivering employee-centric services across the full employee lifecycle, from onboarding to exit. This role plays a critical part in managing employee records, engagement, welfare, HRIS data integrity, and analytics. This role ensures efficient coordination of HR operations and contributes to initiatives that enhance employee satisfaction and compliance with HR policies.

KEY RESPONSIBILITIES

Employee Relations & Engagement

• Build and coordinate cross-functional teams for firm-wide engagement initiatives and special projects.
• Develop and maintain an engagement calendar and tracker. 
• Review engagement meeting minutes and action plans with the Head, People & Culture to drive improvements in employee satisfaction.
• Respond to employee inquiries or escalate to appropriate stakeholders as needed to ensure timely resolution.
• Conduct and analyze employee satisfaction surveys and propose action plans.
• Draft and update employee engagement policies (e.g., remote work, education sponsorship).
• Prepare employee communication materials on welfare and benefits, subject to final review.
• Communicate HR policies, procedures, and practices clearly and consistently to employees.

Employee Welfare

• Track employee birthdays and liaise with Marketing & Branding to ensure timely firm-wide communications.
• Maintain the HR help desk and ensure timely resolution of employee concerns and escalate unresolved issues that exceed turnaround time (TAT) to the Head, People & Culture.
• Support the Total Rewards Manager in the timely execution of employee benefits administration.
• HRIS & Employee Records Management - manage both digital and physical employee records in line with the firm’s standards.
• Administer leave processes across the firm, ensuring compliance with policy and proper documentation.
• Coordinate with Practice Administrators to facilitate the timely payment of NBA fees for all lawyers.

HRIS & Employee Records Management

• Manage both digital and physical employee records in line with the firm’s documentation standards.
• Ensure employee records are accurate, regularly updated, easy to access, and securely stored.
• Maintain confidentiality and ensure compliance with data protection regulations and internal documentation processes.
• Manage and regularly update the firm’s Alumni list to ensure ongoing engagement and accurate tracking of past employees.

HR Operations

• Coordinate and support the seamless execution of day-to-day HR operational activities across the employee lifecycle.
• Serve as a liaison between internal teams (e.g., Admin, IT, Finance) to support HR-related operational needs.
• Track and follow up on the timely completion of periodic HR tasks and internal deliverables.
• Support audit requests by providing accurate HR data and documentation in a timely manner.

HR Administration

• Support various HR functions including payroll administration, training logistics, performance management coordination, and recruitment documentation, as needed.
• Oversee the entire employee confirmation process, from initiation to final confirmation, in line with firm policy and timelines.
• Complete reference checks for past employees and prepare client or staff invitation letters as required.

HR Analytics

• Collect and analyze data from the HRIS to identify trends and support decision-making.
• Design and manage employee feedback tools such as surveys and exit interviews.
• Support recruitment with relevant data insights and performance metrics.
• Prepare HR dashboards and reports for senior leadership.
• Monitor labour regulations and competitors’ practices to provide informed HR recommendations.
• Collaborate on the implementation of HR system improvements and strategic projects.

Grievance Management

• Assist in managing employee grievances, including scheduling, documentation, and follow-ups to ensure fair and confidential resolutions.

Onboarding

• Send welcome communications and coordinate new hire documentation.
• Ensure availability of necessary tools, resources, and logistics in collaboration with other departments.
• Support onboarding program execution in partnership with Learning & Development.
• Manage handbook distribution, policy acknowledgement collection, and reference checks.
• Facilitate physical and digital introductions of new hires to the wider team.

Exit Management

• Track resignation notices and initiate exit procedures across relevant stakeholders.
• Conduct exit interviews and document insights for continuous improvement.
• Ensure completion of exit checklists and maintain an accurate exit database.

EDUCATIONAL QUALIFICATION

• Bachelor’s degree in Human Resources Management, Business Administration, or related field.
  Certifications in HRIS, Records Management, or HR (e.g., SHRM-CP, SHRM-SCP) will be an advantage.

SKILLS / KNOWLEDGE REQUIREMENTS

• Minimum of 3 years of HR experience, preferably with a focus on employee engagement, data analytics, or HR administration.
• Strong understanding of HRIS platforms and data management principles.
• Solid grasp of employee relations, labour law compliance, and engagement strategies.
• Excellent organizational and time-management skills, with attention to detail.
• Strong interpersonal, communication, and stakeholder engagement abilities.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive matters with discretion.
• Project management skills and ability to manage competing priorities.
• Analytical thinking with the ability to translate data into actionable insights.