HR Hub Intern

Role Overview

This internship sits within the HR Hub and Total Rewards team, focused on closing a specific audit finding around incomplete or missing approved job descriptions in employee personnel files. Day to day, you will review and validate job descriptions against a required standard, drive them through a formal digital approval workflow, chase outstanding signatures, and ensure final versions are filed accurately in both electronic and physical records. Your work directly supports the team’s audit readiness and helps maintain clean, compliant employee documentation across the assigned population.

Key Responsibilities

• Review your assigned batch of job descriptions against the provided guidelines, checking that every mandatory section is present, accurate, and consistent with the employee’s role.
• When gaps or errors are found, flag the file for correction before it moves forward, ensuring no incomplete document enters the approval queue.
• Submit validated job descriptions through the DocuSign workflow for employee and line manager signatures, and keep a clear view of where each document stands in the process.
• Proactively follow up with approvers on pending sign-offs, using professional and persistent communication to avoid bottlenecks, and escalate unresolved delays to the relevant HR Hub Associate.
• Maintain a living tracker that records each job description’s status, from review through signature to final filing, and update it promptly as actions are completed.
• Electronically file fully approved job descriptions in the correct personnel records, and where required, support physical filing so the audit trail is complete.
• Reconcile signed job descriptions against the full employee list to confirm no one is missed, and report progress, outstanding items, and risks to the project lead.
• Handle all employee data with strict confidentiality, following Britam’s data privacy policies and human capital governance standards at all times, and operate only within the approved delegation of authority.

Requirements & Qualifications

• A bachelor’s degree in human resources, business, or a related field; progress toward CHRP or IHRM membership is a plus but not required.
• Up to two years of experience handling large volumes of employee documentation is an advantage, though entry-level candidates are welcome.
• Strong working knowledge of MS365 tools including Excel, Outlook, Teams, and Forms, with the ability to quickly learn internal systems such as ImageNow and DocuSign.
• Demonstrated ability to follow up professionally and consistently with stakeholders at different levels, without being intrusive.
• Proven accuracy and attention to detail when maintaining records, trackers, or databases, especially under deadline pressure.
• Excellent personal organisation and follow-through, with the capacity to juggle multiple documents and deadlines in a fast-paced environment.
• High integrity and discretion when handling sensitive employee data; you must be comfortable working under clear rules and escalation paths.
• A proactive, adaptable mindset and willingness to learn HR operational procedures, including recruitment coordination, onboarding, performance management administration, HR data reporting, and the basics of labour law compliance.