Job Description

HR & Administration Officer job description

Location:

Hybrid - working from home / based at Hagley House, B16 8LA

Hours:

40 hours per week (including 30 minute daily unpaid lunch break)

Salary:

12.50 per hour / Starting salary 24,3,75

Contract Type:

Permanent full time contract

Reports to:

Senior Management & Directors

About Pegasus Supported Housing

Pegasus Supported Housing is a values-led established provider committed to providing high-quality supported accommodation with meaningful support to vulnerable adults. across Birmingham and the Midlands. We support vulnerable adults to live safely and independently while maintaining strong partnerships with local authorities and external agencies.

We work to ensure clarity, accountability, and consistency across our services. Our approach is built around strong governance, clear processes, and a supportive culture that enables our teams to deliver high-quality outcomes for residents while meeting regulatory and contractual requirements.

Purpose of the Role:

The HR & Administration Officer plays a key role in supporting the organisation's people, culture, and operational discipline within our operating system. By ensuring HR and administrative processes are consistent, compliant, and well-documented, the role supports the People and Process components our operating system and helps create a stable, well-organised working environment for staff delivering frontline supported housing services. The HR & Administration Officer is responsible for maintaining accurate employee records, supporting recruitment and onboarding, coordinating training and compliance requirements, and ensuring HR policies and procedures are followed across the organisation.

Within our operating framework, the HR & Administration Officer contributes to traction by supporting quarterly objectives, maintaining people-related scorecard data, and ensuring key administrative deadlines are met. The role works closely with managers to support performance management processes, sickness and absence monitoring, supervision scheduling, and compliance with employment legislation and regulatory requirements. By providing reliable HR data, maintaining clear processes, and supporting consistent people management practices, the HR & Administration Officer helps ensure the organisation has the right people, in the right roles, following the right processes to deliver safe, effective supported housing services.

Key Responsibilities and Duties:

Maintain and update HR systems with accurate information for new starters, leavers, and any contractual changes. Review and implement HR policies and procedures in line with external HR consultancy support. Support recruitment processes including advertising vacancies, calculating salaries, shortlisting, coordinating interview tasks, and contacting candidates. Prepare offer letters, contracts of employment, and contractual amendment letters. Process DBS checks for new starters and ensure certificate details are recorded. Maintain organised and compliant employee records, ensuring all required documentation is included and checklists are complete. Support and coordinate staff induction and orientation processes. Assist in staff development and performance management activities. Respond to general HR queries and escalate complex issues to the Service Lead, Directors, or external HR provider as required. Produce HR reports such as absence statistics and staffing data for senior management.

Payroll and Pensions Support

Collate and process monthly staff mileage claims, ensuring a clear audit trail and appropriate authorisation. Input new starter, leaver, and contract change data into payroll systems and reconcile payroll monthly. Respond to payroll queries and liaise with Directors and payroll providers where necessary. Post payroll journals to the accounting system and support payroll reconciliation. Monitor and query business reports related to payroll and employee data.

Administration and Organisational Support

Act as the key point of contact for customers when addressing complaints and enquiries from various external bodies while working with customers, stakeholders, and contractors over the phone or in person. The role will play a fundamental part of the start to finish complaints resolutions process, liaising with various teams and customers, to ensure issues are resolved efficiently and empathetically in line with service standards Manage inbound communication via phone, email, and letters, ensuring timely and professional responses Conduct thorough investigations and ensure prompt resolution of complaints, including formal responses. Use relevant IT systems to track, record, and monitor complaints and feedback, supporting reporting and analysis to identify trends and recommend improvements Collaborate with internal teams to ensure timely responses, uphold service standards, and suggest process improvements Foster positive relationships with customers, promote a customer-first culture, and provide guidance to colleagues on handling complaints Provide administrative support to the Service Lead and Directors across a range of tasks, including record keeping, report preparation, and correspondence. Support general business administration tasks as required, contributing to the smooth day-to-day running of the service. Maintain confidentiality and ensure secure handling of all personal and sensitive information.

General Responsibilities

Participate in regular supervision and performance reviews. Ensure accurate timekeeping and record submission. Follow all Safeguarding, Health and Safety, and Data Protection policies and procedures. Promote equality, diversity, and inclusion in all aspects of the role. Take personal responsibility for professional development and remain up to date with HR best practice and legal changes. Carry out any other reasonable duties in line with the scope and spirit of the role.

Person Specification Essential:

Level 3 and above CIPD qualification in Human Resources, Business Administration, or a related field. Proven experience in a HR and administrative role. Strong communication and interpersonal skills. Excellent organisational skills and attention to detail. Proficient in Microsoft Office and HR/payroll software systems. Understanding of employment law, GDPR, and good HR practice. Ability to work independently and manage multiple priorities.

Desirable:

Experience working in supported housing, social care, or a non-profit environment. Experience with social media for recruitment or internal communications. CIPD Level 5 qualification or working towards it.

What We Offer

Flexible part-time working arrangements Company pension scheme 28 days annual leave including bank holidays (pro rata) with an additional day for each continuous year of employment up to 5 years Casual dress Employee Assistance Programme Ongoing training and development opportunities The opportunity to contribute to a values-led organisation making a real difference

Join Pegasus Supported Housing

If you are a values driven people professional who wants to use your skills to support a meaningful cause, we would love to hear from you.

Job Types: Part-time, Permanent

Pay: 24,375.00 per year

Benefits:

Casual dress Company events Company pension Discounted or free food Flexitime Free or subsidised travel On-site parking
Application question(s):

Minimum qualification CIPD Level 3
Experience:

HR support: 1 year (required)
Work Location: Hybrid remote in Birmingham B16 8LA