HR & Office Administrator

Job Summary

Please note, this role is a fixed term contract covering maternity leave for up to 12 months.

Hours: 37.5 hours per week – Monday to Friday 8am-4:30pm with 1 hour for lunch at 12noon-1pm. You will cover reception during the hours of 8am-10am. This role is based in the office 5 days per week. 

This role is central to the smooth running of the HR and office management team, involving tasks across HR, recruitment, office supplies, reception and other office/HR related activities. 

Working in conjunction with the HR Operations & Reward Partner, Payroll Administrator/Office Manager and wider HR team, this role will be responsible for a wide range of tasks and will create opportunity to bring new ideas and processes into the team.

What does this role Involve

HR & Recruitment Administration 
•    Support management of the HR and recruitment inboxes, resolving or escalating queries.
•    Post internal and external vacancies and coordinate with recruitment agencies.
•    Manage applications in GEMS, acknowledging candidates and routing them to Hiring Managers.
•    Schedule interviews and prepare documentation for candidates, managers, and agencies.
•    Issue contracts, offer letters, reference checks, and induction packs for new starters.
•    Conduct and record Right to Work checks (including imposter checks) for all new hires.
•    Maintain all recruitment files in strict accordance with Data Protection guidelines.
•    Manage GEMS requisition approvals for new roles.
•    Deliver onboarding sessions on HR systems (GEMS, SharePoint, ADP) and secure compliance signoffs.
•    Support Demonstrator population onboarding, offboarding, and Right to Work queries.
•    Provide HR administration (probation, promotion, job change letters, and sickness records).
•    Update HR templates, handbooks, policy guidance, and induction materials.
•    Maintain trackers for probation, Bradford Factor scores, and ER cases.
•    Document, review, and organise HR administration processes in shared folders.
•    Organise and maintain physical and digital personnel files.
•    Assist with employee offboarding, drafting resignation letters, and guiding managers.

Office & Reception Support 
•    Act as the primary physical and remote contact for office visitors at reception.
•    Keep the reception area clean, tidy, and professional.
•    Update and maintain company noticeboards.
•    Monitor, order, and replenish office, kitchen, and catering supplies.
•    Stock and maintain hot drink machines and vending facilities.
•    Assist with outgoing mail and general administrative tasks.
•    Provide admin support for community liaison activities and local events.
•    Process purchase orders and supplier invoices.

Event Management, travel arrangements, meeting bookings
•    Coordinate meeting room setups, catering, and local transport (e.g., taxis).
•    Arrange travel plans for UK-based Group leaders and Leadership team members.
•    Partner with travel agencies to secure cost-effective travel bookings.
•    Organise monthly new starter and employee lunches.
•    Assist in planning major staff events (e.g., Summer & Christmas parties).
•    Support arrangements for company Town Hall events.

Payroll & Benefits 
•    Assist with monthly payroll processing, reporting, and compliance.
•    Provide payroll cover, resolving discrepancies directly with the external payroll provider.
•    Resolve employee payroll, tax, payslip, and annual leave queries.
•    Support internal and external audits for HR and payroll.
•    Assist with drafting internal pay and benefits communications.

What are we looking for

Essential
•    Strong organisational and time management skills.
•    Excellent written and verbal communication.
•    Ability to manage multiple tasks simultaneously with attention to detail.
•    Working knowledge of systems, ability to be able to deal with input of data.
•    Strong numerical and analytical skills, attention to detail and strong accuracy is essential.
•    Ability to handle sensitive and confidential information with discretion.
•    Collaborative mindset and team player with a willingness to learn.
•    Ability to work autonomously, take initiative and prioritise tasks to meet tight deadlines.
•    Reliable, self-motivated, proactive and able to work unsupervised.
•    Experience in administrative roles.
•    Experience of HR & Recruitment administration.
•    Confident using MS Office (Outlook, Word, Excel, PowerPoint) and other IT packages.
•    The ability to adapt to change and meet deadlines, whilst remaining calm under pressure.

Desirable
•    Qualification in Human Resources, Finance, Accounting, or a related field along with 1-3 years of experience in HR, Recruitment or other administrative role.
•    Proficient in Microsoft Excel and associated commands (e.g., XLOOKUPs, pivot tables).
•    Experience with office finance procedures (POs, invoices etc).
•    Experience using HRIS systems.
•    Knowledge and experience of using AI to support and streamline processes.
•    Understanding of UK employment Laws and payroll compliance.