Job role summary

As a member of the People and Culture team, provide efficient, accurate and customer-focused administrative support across the employee lifecycle. The role reports to the Head of People and Culture and works under the day-to-day supervision of HR Officers. It supports recruitment, onboarding, HR records, the HR information system, payroll, employee benefits, HR casework administration, learning and development coordination and general HR processes. This helps ensure employees, managers and volunteers receive a responsive and professional People and Culture service.

What you’ll do

Core responsibilities

·       Provide accurate, timely and customer-focused HR administrative support across the charity.

·       Act as a first point of contact for routine HR queries, responding professionally and escalating more complex matters to HR Officers or the Head of People and Culture as appropriate.

·       Support recruitment and selection activity by preparing adverts, arranging interviews, communicating with candidates and completing pre-employment checks, including right-to-work, references, DBS and other role-specific checks where required.

·       Prepare and issue routine HR documentation, including offer letters, contracts, contract variations and standard correspondence, ensuring accuracy and appropriate approval.

·       Maintain accurate and confidential HR records, including updating the HR information system to ensure employee information is recorded, checked and maintained in line with data protection requirements, organisational policies and agreed timescales.

·       Support onboarding, induction and learning administration, helping ensure new starters receive a consistent and welcoming experience.

·       Oversee and monitor the probation process, ensuring that probation reviews are completed within agreed timescales, outcomes are recorded accurately and any concerns are escalated appropriately.

·       Process payroll and HR information system changes accurately, ensuring information is checked, authorised and submitted or updated within agreed deadlines.

·       Support routine employee benefits administration, including updating records, processing changes and signposting employees to relevant information in line with agreed processes.

·       Provide administrative support for employee relations casework under the direction of HR Officers or the Head of People and Culture, including disciplinary, grievance, capability, probation and absence management processes.

·       Support the People and Culture team with HR projects, reporting, meetings and other duties appropriate to the role.

Leadership, management and training responsibilities

·       Support the coordination of employee inductions, mandatory training and learning records, ensuring information is accurate and reminders are issued where required.

·       Assist with arranging HR training sessions, briefings and meetings, including room bookings, attendance records, materials and follow-up administration.

·       Maintain personal knowledge of HR processes, systems and policies relevant to the role, seeking guidance where needed and contributing to a consistent People and Culture service.

Communication and relationship responsibilities

·       Handle routine, sensitive and confidential information professionally, ensuring queries are responded to accurately and within agreed timescales.

·       Build positive working relationships with employees, managers and external contacts, providing helpful and consistent administrative support and HR information.

·       Escalate concerns, risks, errors or complex HR queries to HR Officers or the Head of People and Culture in a timely and appropriate manner.

Planning and organisational responsibilities

·       Organise and prioritise own workload to meet routine deadlines, including recruitment administration, onboarding activity, payroll updates, employee benefits administration, HR casework administration, training records and HR correspondence.

·       Support the planning and coordination of HR meetings, interviews, training sessions and project activity by arranging diaries, preparing documents and following up agreed actions.

Analytical and judgement responsibilities

·       Use judgement to respond to routine HR queries, identifying when information can be provided from agreed processes and when matters should be escalated.

·       Check HR records, documents and system information for accuracy, resolving routine discrepancies and highlighting concerns where further review is required.

·       Assist with preparing workforce information and reports by collating data, checking accuracy and presenting information clearly.

Financial and physical resource responsibilities

·       Raise purchase orders, invoices and other routine financial administration relating to HR activity, ensuring records are accurate and appropriately authorised.

·       Process payroll changes accurately and in line with agreed deadlines, ensuring all amendments are checked, authorised and supported by appropriate documentation before submission.

·       Support the effective use of HR equipment, systems and resources, ensuring materials are maintained, stored securely and available when required.

Information resources

·       Maintain accurate and up-to-date HR records and update the HR information system, ensuring employee information is recorded, stored and amended in line with data protection requirements and agreed HR processes.

·       Prepare regular workforce reports and HR information as directed, ensuring data is accurate, timely and clearly presented.

·       Maintain and monitor HR trackers, spreadsheets and action logs, ensuring information is kept accurate and up to date, deadlines are tracked, outstanding actions are followed up and risks or overdue items are escalated appropriately.

·       Prepare, issue and quality check HR documentation, including offer letters, contracts, contract amendments and standard employee correspondence.

Policy and service development responsibilities

·       Follow agreed HR policies, procedures and standard operating processes, helping ensure they are applied consistently in day-to-day administration.

·       Support inclusive and accessible HR processes by helping ensure recruitment, onboarding, documentation and routine HR administration are delivered fairly, consistently and in line with equality, diversity and inclusion principles.

·       Identify opportunities to improve routine HR administration, templates, records and processes, sharing suggestions with the HR Officer or Head of People and Culture.

·       Support HR projects and initiatives by assisting with research, data gathering, communications, scheduling and follow-up administration.

·       Keep up to date with HR processes, systems and guidance relevant to the role, seeking support where required.

General

Safeguarding and DBS

We believe creating safe, supportive environments is everyone's responsibility. You'll be expected to recognise and act on any concerns relating to the safety, wellbeing, or welfare of children, young people, and vulnerable adults, following our safeguarding procedures and reporting concerns appropriately. You'll keep your safeguarding knowledge up to date through required training, embed safeguarding into your day-to-day practice, and comply with all relevant checks and requirements, including DBS checks where applicable. 

 
Person Specification

Qualifications and training
Essential

 · Educated to GCSE level or equivalent, including English and Maths, or able to demonstrate equivalent knowledge and experience.

· CIPD Level 3 qualification, or willingness to work towards this.

· Evidence of continuing professional development.
Desirable

· CIPD Level 5 qualification or 

·Evidence of continuing professional development relevant to HR administration.

Skills and knowledge

 Experience
Essential

· Experience of working in an HR, recruitment or people administration environment.  

Other
Essential

·  Professional, discreet and able to remain calm and helpful when handling routine queries, competing priorities or sensitive information.

 
Please attach any supporting documents as PDF.