People & Culture Coordinator (Policy Compliance & Safeguarding) at United Bible Societies (UBS)

ROLES AND RESPONSIBILITIES

Support the People Team with:

• Safeguarding Programme Coordination:
• Create, maintain and update safeguarding templates, reporting forms, guidance documents and internal toolkits.
• Working in consultation with the Director of People, coordinating internal safeguarding processes, ensuring timely submission and accurate filing of incident reports and training records.
• Support the administration of safeguarding training for UBSA staff, leadership and board members, including scheduling, materials preparation, tracking attendance and compliance.
• Ensure safeguarding onboarding components are delivered to all new joiners, including Code of Conduct, reporting procedures, and key policy briefings.
• Create and manage the safeguarding documentation repository, ensuring controlled access, proper categorisation, and compliance with privacy requirements.
• Assist with safeguarding-related and policy non-compliance workplace investigations by preparing documentation, collating evidence, scheduling interviews, and acting as note-taker.
• Ensure all safeguarding records meet legal, audit, and procedural standards.
• Compliance, HR Governance & Policy Coordination:
• In consultation with the Director of People, maintain the central repository of HR and People Team organisational policies (Safeguarding, Whistleblowing), ensuring effective version control, accessibility, and timely updates.
• Coordinate cyclical policy reviews with policy owners, ensuring documents remain current with legislation and best practice.
• Support drafting, editing and formatting HR policies and procedures.
• Working with policy area owners/leads to track and report organisation-wide compliance with existing policies  Support line managers and the People Team in addressing compliance breaches, escalating concerns, and maintaining accurate ER and compliance records.
• Prepare reports, trackers, and compliance dashboards for the Director of People  & senior leadership as required.
• Contract & Legal Compliance Administration
• Coordinate periodic review of employment contract templates across international and local jurisdictions, liaising with external legal counsel or local HR advisers where needed.
• Maintain records of all contract templates and ensure they comply with regulatory changes.
• Support risk assessment of people-related compliance issues and ensure consistent documentation practices.
• Working in collaboration with the Director of People and  the Chief Operating Officer’s office to track and manage renewals of organisational insurance policies (e.g., liability, travel, professional indemnity).
• Ensuring timely submission of required information and awareness of coverage requirements for organization-wide insurance policies in consultation with the relevant subject-matter leaders/departments.
• Serve as the point of contact with insurance service providers and identify/ liaise with our county-specific insurance points of contact.
• Employee Relations & Investigations Support
• Provide administrative support for ER processes, including disciplinary, grievance, capability, and safeguarding-related matters.
• Prepare case documentation, schedule meetings, draft meeting notes, and ensure accurate record keeping.
• Apply an understanding of employment law, international safeguarding guidelines, and organisational procedures when coordinating ER activities (including country-specific guidelines as may be required).
• Ensure all case files are stored securely and in line with GDPR/data protection policies.
• Compliance Culture & Continuous Improvement
• Champion a culture of ethical behaviour, safeguarding awareness, and compliance throughout the organisation.
• Act as the first point of contact for staff queries on policies, safeguarding procedures, and compliance expectations.
• Support internal communications on compliance topics, including newsletters, reminders, and awareness campaigns.
• Collaboration and Relationship Building:
• Collaborate closely with the People team, Safeguarding Advisor, Line Managers, Team Members, Legal and compliance advisers, Local member organisations HR representatives (where applicable), Investigating officers / case managers, Insurance policies vendors and brokers.
• Stay informed about industry trends and best practices in Safeguarding, Employee Relations and HR Policies.

ESSENTIAL SKILLS AND EXPERIENCE

• Experience in at least two of the following elements of  HR, safeguarding and/or compliance, or employee relations
• Undergraduate degree and at least three years’ equivalent experience in HR, law, social sciences, safeguarding, compliance, or related-field – must have criteria.
• Experience coordinating policies, procedures, or governance systems
• Experience handling confidential information with high integrity
• Exposure to workplace investigations or casework administration
• Experience interpreting policies or legal requirements in a practical way