HR/Office Administrator and Reception

Job Summary

Please note, this role is a fixed term contract covering maternity leave for approximately 12 months, to start early to mid-May 2026.

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, although there may be some flexibility to offer occasional hybrid working in the afternoons with prior approval.  

This role will support the HR team and Office Manager with HR/Office Administration and reception duties.

Working in conjunction with the HR Business Partners, Office Manager and wider HR team, this role will be responsible for ensuring that HR/Office administrative duties and reception duties are completed on time, with accuracy and communicated as required. This will involve working with team members, the wider business and as required external providers whilst maintaining confidentiality and discretion.  The role holder will be encouraged to bring in new ideas and processes to drive innovation and positive change. This is a broad role and ability to adapt and prioritise based on a varied set of tasks is essential.

What does this role Involve

HR Administration 
•    In conjunction with the HR Team, provide support for queries sent to the HR inbox and respond or escalate queries appropriately where required
•    File employee documentation into personal files (PFs) accurately and securely.
•    Ensure records are up to date for compliance as required in the HRIS (GEMs), and Payroll system (ADP)
•    Support with payroll related administrative tasks; Manage Basic holiday/TOIL requirements in Payroll system
•    Ensuring all documentation and communications are managed in line with GDPR guidelines
•    Carry out other reasonable related tasks as assigned by HR Team members

Recruitment
•    Using GEMS to post vacancies as appropriate externally and internally; liaising with agencies and progress through recruitment process
•    Direct sourcing of candidates via Indeed and LinkedIn to proactively identify pipeline shortlists
•    Ensuring applications for vacancies are acknowledged and applicants reviewed as appropriate
•    Liaising with external agencies, candidates and Hiring Managers to set up interviews, prepare interview documentation and issue Contract Request Form
•    Drafting and issuing relevant correspondence including job offers, contracts and following up references
•    Ensuring all new starter documentation and checks (including Right to Work checks) are completed in accordance with the relevant process and onboarding activities are carried out as appropriate
•    Manage the recruitment inbox daily and respond to enquiries as required

Office & Reception Support 
•    Administration for external/internal meetings – tasks to include catering, preparing and clearing meeting rooms, taxi, hotel and flights bookings and other related tasks
•    Replenish office and catering supplies, hot drinks and vending machines and ensure related items are available.   Maintain stock inventory which requires moving stock around building
•    Support with mail outs and ad-hoc administrative tasks
•    Assist with processing purchase orders and invoices
•    Act as the first point of contact for visitors at peak times during the working day (will be variable depending on daily meetings/activities)
•    Responsible for ensuring Reception area is kept clean/ clear 
•    Responsible for keeping noticeboards up to date and looking professional
•    Other reasonable tasks as assigned by the Office Manager/HR Team

What are we looking for

Essential
•    Experience in HR Administration/General Administration roles
•    Strong understanding of what good Customer Service entails
•    Good organisational and time management skills
•    Good written and verbal communication
•    Ability to manage multiple tasks simultaneously with attention to detail
•    Confident working with MS Office (Outlook, Word, Excel) basic IT tools. Strong attention to detail due to requirement for data entry tasks.
•    Collaborative mindset and team player with a willingness to offer suggestions for improvements, and new ideas
•    Ability to work autonomously, take initiative and prioritise tasks to meet tight deadlines
•    Reliable, self-motivated, proactive and able to work with minimal supervision
•    Ability to remain calm under pressure

Desirable
•    Experience with payroll administration
•    Experience with office finance procedures (POs, invoices etc)