Job Description

Group Administration Assistant
Heritage Rocks

Location: Suffolk, Gloucestershire, or Northamptonshire (Remote/Hybrid)
Reports to: Head of Group Operations
Employment Type: Full-Time (Flexible)

About Heritage Rocks

Heritage Rocks is a vibrant, heritage-led hospitality group known for its iconic venues, elevated guest experiences, and ambitious growth. Our portfolio--currently including Seckford Hall Hotel & Spa and Woodhall Manor--delivers luxury weddings, milestone events, spa escapes, corporate retreats, premium dining, and exclusive-use experiences.

As we continue to expand, our support structure is evolving to ensure smooth operations, consistent processes, and strong financial and compliance management across the group

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Role Purpose

The Administration Assistant provides essential administrative, accounts and compliance support across the Heritage Rocks group. Working closely with the Head of Group Operations, General Managers and Heads of Department, this role ensures our systems, records, reporting, and processes are accurate, well-organised, and consistently maintained.

This remote-friendly role is ideal for someone highly organised, detail-focused, and confident working across multiple departments and venues.

Key Responsibilities

1. Finance & Accounts Administration

Upload supplier invoices into Hubdoc or directly into Xero, ensuring clear coding and correct supporting documentation. Match invoices to Purchase Orders and liaise with departments regarding queries or discrepancies. Maintain supplier records and support monthly statement reconciliations. Keep departmental expenditure trackers up to date and support monthly budget reviews. Compile financial data and prepare components of the monthly reporting packs. Assist with collating monthly payroll documentation from Planday for sign-off.

2. HR & Workforce Administration

Maintain accurate employee records, contracts, and documentation. Support onboarding administration including issuing contracts, collecting documents, and setting up system access. Assist with Planday housekeeping--updating roles, pay rates, profiles, and holiday data. Maintain training logs and track mandatory and role-specific training across all venues. Prepare weekly and monthly staff reports for GM and Head of Group Operations review.

3. Compliance & Health & Safety Administration

Manage the group-wide compliance calendar, ensuring timely reminders and clear visibility of upcoming deadlines. File and maintain compliance documents such as fire checks, food safety records, spa documentation, risk assessments and contractor certifications. Prepare evidence packs for external audits, inspections and consultancy visits. Track the completion of compliance actions and follow up with relevant department heads.

4. Operational & Project Support

Support the Head of Group Operations with documentation for operational initiatives and business improvement projects. Maintain version control for Standard Operating Procedures (SOPs) and group policies. Assist with preparing meeting agendas, action logs and minutes for group-level meetings. Support systems administration across PMS, CRM, POS, Planday and other platforms with data tidying and documentation.

Skills & Attributes

Highly organised and detail-oriented Proactive, reliable and able to multitask across several workstreams Confident working independently and remotely Excellent communication and stakeholder management skills Strong IT competence with a willingness to learn new systems Reliable, discreet and committed to confidentiality
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Experience & Knowledge

Essential:

Proven experience in administration supporting finance, HR, compliance or operations Working knowledge of Xero (invoice processing, coding, queries) Experience using cloud-based systems such as Hubdoc Good excel spreadsheet skills and confidence with reports and trackers Experience handling confidential information in a professional environment

Desirable:

Background in hospitality, multi-site operations or service-led environments Experience with Planday, PMS or CRM systems Familiarity with basic employment processes, onboarding or H&S documentation

Why Join Heritage Rocks?

Flexible working arrangements (remote or hybrid) Part-time or full-time options available Opportunity to support a growing hospitality group with ambitious plans Be part of a values-led, supportive, and forward-thinking organisation Clear progression opportunities into finance, HR or operations pathways

Role Logistics

Suitable for candidates based in Suffolk, Gloucestershire, or Northamptonshire Remote with periodic in-person induction or project meetings Requires secure home working environment and stable internet connection
Job Type: Full-time

Pay: 24,500.00-28,500.00 per year

Benefits:

Employee discount Free parking Health & wellbeing programme On-site parking
Work Location: Hybrid remote in Woodbridge IP12 3EG