Human Resources Specialist, Nordics - Fixed Term Contract

Kofax software enables organizations to Work Like Tomorrow™—today.

This role will be based in Helsingborg providing HR generalist support to the Nordic region, including the following offices: Sweden/Helsingborg (23 employees), Sweden/Kista (32 employees), Denmark/Lyngby (20 employees) and Norway/Olso (2 employees). The role is a stand alone position providing onsite and remote support to it's customers. The role reports to the HR Manager for EMEA North (located in the UK) and forms part of the wider EMEA HR team.

The primary role of the HR Specialist will be to provide effective and efficient administrative, operational, advisory and generalist support, maintaining a high level of confidentiality and professionalism.

Ensuring all internal HR processes, policies and procedures are complied with to ensure good practice and effectiveness
Supporting internal administration processes for starters (and onboarding of new hires via on-line on-boarding tool redcarpet), issuing handbooks, ensuring new starter forms and relevant new hire documents (e.g. contract, ID) are collected and maintained in the employee personnel file and electronic file, creating and issuing labour contracts, performing HR inductions & welcome calls)
Supporting internal administration processes for leavers (Kofax internal off-boarding procedures, issuing leaver letter, conducting exit interview)
To support the tracking and management of leave using FIGGO (time management tool) and producing monthly output reports for leave taken for payroll
To track and monitor sickness and to manage any reoccurring or long-term sickness issues in line with local regulations. To support manager with guidance regarding sickness procedures, return to work interviews and rehabilitation support. Liaise with third party companies such as Company Doctor, Occupational Health or Rehabilitation Services.
Prepare and/or collect all employee documents and ensure correct and timely filing and availability of those documents in our HR systems and personnel files in accordance with GDPR and data protection regulations
Support recruitment activity where required (arranging interviews, sourcing candidates, advertising, liaising with agencies, managing 'Openhire' (internal on-line recruitment tool) including leasing with candidates and providing training or support to managers entering requisitions using Openhire, updating the progress of recruitment on the master requisition report, performing reference checks, entering offer into Openhire, ensuring positions filled in a timely manner.
First point of contact for local HR queries, daily management of HR mailbox
To provide business partner support to business managers, providing advice and guidance on policies and procedures
Providing guidance regarding performance improvement process
Contact person for HR and Payroll representatives and employees in your country in these matters
Managing benefits and health related insurance policies, including administration of new hires, leavers, salary changes etc. Working closely with broker to review schemes annually.
Managing pension schemes, administration of new hires, leavers, salary changes
Monitoring probations
Main point of contact for the Payroll Team, supporting with monthly calls to ensure all variable information (status changes i.e. hires, leavers, LOA etc.) are being communicated to payroll in the relevant payroll month
Writing reference letters and any other ad hoc administration
Creating status changes forms for all changes including salary increases, job title changes, starters and leavers, LOA
Guiding managers on the status change process to initiate a change in terms for a direct report
Assuring the compliance with HR regulations
Tracking and preauthorizing HR related invoices
Dealing with internal transfers, cross countries
Ad hoc duties such as managing work experience, visa requests, supporting administration department with quarterly events
To provide job role training to other HR Specialists
To provide cover for team members during sickness and holidays
To deal with escalations and or complex ER cases or employee queries
Support HR Manager and Departmental manager execute organizational changes
To be proactive in the continual review of internal procedures
To form an active role in the management of the systematic work environment team
To be responsible for creating the annual pay survey




While the job description describes what is anticipated as the requirements of the position, the job requirements are subject to change based upon any changing needs and requirements of the business.


Required Skills

Academic qualification
Educated to degree level
5-7 years’ experience HR generalist, specialist, business partner or senior HR Advisor
Knowledge in Employment legislation
Strong written and verbal communication skills required, ability to communicate well with all levels of business
Proficient knowledge of the Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
Positive, proactive work ethic and approach.
Excellent intercultural communication skills
Highly precise and independent style of working also in times of high workload and with deadlines
Service-orientated and precise in assuring the compliance of our HR regulations and the correctness of all duties and paperwork
Customer service mind-set and a team player mentality.
Acts independently
Good sense of humor
High level of interpersonal skills to handle sensitive and confidential situations and documentation.
Ability to maintain a high level of confidentiality.

Kofax, Inc. is an Equal Opportunity Employer M/F/D/V