HR Liaison Officer. Princess Cruises, Southampton

Transcription

1 Job Description HR Liaison Officer Department : Reporting to (Job Title) : HR Support & Certification Princess Cruises, Southampton HR Manager, Fleet Support & Certification No of Direct Reports : N/A Titles of Direct Reports: N/A Size of Department: 12 Budget Responsibility : 0 Revenue Responsibility : 0 Date of issue: October 2013 Issued by (name): David Colclough Overall Purpose of Role : Supports HR Manager, Fleet Support & Certification as directed in:- a). Administering rotations report received from Princess Cruises on a weekly basis in order to ensure all FPSTN officers and crew are appointed as per their contractual requirement. b). Communication of appointments, and any amendments, as advised by Princess Cruises scheduling department, to officers and crew managed via Fleet Personnel Southampton with regard to ship appointments in the Princess Cruises and P&O Cruises Australia fleets. c). Ensuring designated Princess sea staff conform to company Fleet Instructions in all aspects of Professional Certification. Page 1 of 6

2 Main Activities and Responsibilities Key tasks Responsible for receiving and administering weekly rotation reports from Princess Cruises Los Angeles for scheduling of Princess and P&O Cruises Australia sea staff manned by Southampton. Communicate with officers and sea staff regarding their ship appointments, with particular focus given to any changes from previously advised schedules, ensuring that all appointments can be met as requested. Liaise and feedback to Princess Cruises scheduling department regarding any changes or updates following discussions with officers and sea staff. Liaise with Coordinator to ensure that all joining instructions are sent out 30 days prior to joining and keep them advised of any late changes to ship appointments as advised by the scheduling department in Los Angeles. Anticipates and identifies recruitment needs through close monitoring of the schedules, and advises the HR Manager of the requirements. Deal with any enquiries regarding appointments, travel arrangements, pay issues, etc. promptly and in a professional and courteous manner. Responsible for ensuring that, prior to each appointment, each individual has in their possession the necessary valid documentation for their shipboard appointment i.e. passport, medical certificate, visas, discharge book, etc. Responsible for ensuring that prior to each appointment, the individual has in their possession the necessary certification and training qualifications that are valid, per the training matrix. Coordinate the necessary training as identified by the non-conformance report and liaise with the Training Department in order to ensure the officer is scheduled to attend selected courses prior to any ship appointment. Responsible for follow up on all notifications raised by the Crew Incidents department in LA for any leavers due to own will, medical or compassionate grounds, etc. Responsible for ensuring that all Temporary Work Contracts (TWC) are entered in to MAPS due to promotions and also pay qualifiers for new qualifications or other material changes. Conducts exit interviews for all leavers via telephone call, using the exit questionnaire, in order that the relevant data can be compiled as required. Responsible for coding any relevant invoices via Markview finance system, as required. Responsible for reviewing and approving expenses as submitted by officers and sea staff as per their contractual entitlements, and advising accordingly if any items are rejected with the appropriate reason. Page 2 of 6

3 Performance Standards: There are two critically important areas: Efficiency of liaising scheduling may be determined by: Joining instructions for shipboard appointments issued well in advance (target 30 days, although it is understood that changes will occur last minute) Accuracy in review of rotations and advising sea staff appointments in a timely manner Update and review of non-conformance report to ensure that all officers comply with Fleet requirements Relations with others, determined by: Rapport with the officers and sea staff though maintaining a professional and courteous service. Effectiveness of communications within the Fleet Personnel Department Another important area is: Willingness to act as a team player and assist around the department as required. Willingness to accept responsibility and deputise for others as necessary. HESS Responsibilities Lead by example by taking care of the health and safety of yourself and others Report all accidents, near miss incidents and work related ill health conditions to your manager and to the Facilities department. Follow safety rules and procedures Use work equipment, personal protective equipment, substances, and safety devices correctly Take part in safety training & risk assessments and suggest ways of reducing risks. Act safely in accordance with our Elev8 safety behaviours General Responsibilities Adheres to Corporate Policies and Procedures, including Code of Conduct, Audit Procedures and any control related responsibility for financial data entered, stored, or reported via business systems within employee s control (list not exhaustive). To undertake ad hoc duties as required by the HR Manager (HR Support & Certification) Special Requirements (Equipment Used, External Contacts etc): N/A Page 3 of 6

4 Other Features of Job (travel, hours of work, working conditions etc): Hours of work Core hours of work are hours. Additional 2 hours to be flexible to meet the service requirements. May be requirement to work later in the day due to time difference with Princess Operations being based in Los Angeles (Department to be manned hour) A 1 hour lunch break to be taken between 1200 and 1400 hours at the supervisor s discretion. Location: Southampton Offices. The primary place of work will be at Carnival House, Southampton, with office space provided on 4 th Floor Pacific West. Page 4 of 6

5 Person Specification Job Title : HR Liaison Officer Department : Human Resources - Princess Cruises Education, Qualifications and Training A well rounded educational background including a good level of numeracy and literacy Desirable: Educated to A level or equivalent. Experience Previous office experience essential, preferably at least 5 years in an office/marine environment. Desirable: Knowledge of shipping legislation, such as STCW. Previous experience with passenger vessels either through working experience onboard or ashore. Knowledge of personnel database systems. Knowledge of international travel and associated booking systems. Work Based Competencies Competencies that refer to the specific work related skills required for successful performance in the role. (e.g. technological competence, written ability, numerical ability, relevant legislative or procedural understanding, analytical ability, organisational ability and project management etc. Good computer skills including databases Ability to organise self and direct reports Good time management skills Page 5 of 6

6 Desirable: Knowledge of MAPS database Behavioural Competencies Competencies that refer to the personal characteristics and behaviour required for successful performance. (e.g. Commercial Acumen, Communication, Customer Focus, Influence, Motivation and Commitment, New ideas/continuous improvement, Problem Solving and Decision Making, Team Work). Communication, Influencing Skills and Customer Focus Letter writing skills Good telephone manner Professional and confident approach Outgoing personality Approachable personality Ability to build rapport with colleagues, clients and service providers A pro-active outlook and a willingness to influence and be involved in change. Willingness to lead by example. New Ideas/Continuous Improvement/Motivation and Commitment Willingness to take on additional responsibility in HR Managers absence Attention to detail with high level of accuracy Problem Solving and Decision Making Ability to think and react quickly. Ability to organise work and work to deadlines Prioritisation skills Team Working Ability to work as part of a team Experience of working in a small team Supportive of team members and willingness to take on additional duties when required Page 6 of 6