Job Description

Location : guildford Employment type : FULL_TIME Expires : 2025-10-17 Salary range: 27,978 - 32,982

ROLE PURPOSE:

This is a 3 to 6 month fixed term contract to support the HR Team in clearing a high volume workload.


The HR Administrator will support ACM employees through their employment life cycle with the organisation from recruitment to onboarding, through to leavers and references.


The key to this role is being responsible for all the administration and upkeep of employee records whilst being able to work independently in a very fast paced environment.


This role will be based in Guildford, with two days per week from home.


This role will include a salary of between 27,979per annum and 32,982 per annum depending on experience.

RESPONSIBILITIES:

HR Core Responsibilities

Maintaining employee records: Creating, updating, and storing employee records and HR documents to ensure data is accurate, secure, and compliant with legislation. Administering HR systems: Entering employee information into HR databases or HRIS, updating records for new starters, leavers, and changes to employee terms. Ensure all Teaching checks are done annually Write and send the HR Executive Meeting agenda and pre-disclosure. Attend and minute the HR Executive Meeting and share with all parties upon completion of type up. Attend EDRs and 6 month Probation reviews as HR Representative acting as a notetaker, ensuring notes are typed up and distributed within 48 working hours of the meeting taking place. Attend meetings where requested by the HR manager or Executive team and act as a note taker where required Attend disciplinaries, grievances or investigations as HR Representative acting as a notetaker, ensuring notes are typed up and distributed within 48 working hours of the meeting taking place. Handle employee queries: Acting as the first point of contact for basic HR queries from employees, external partners, or management, and escalating complex issues as needed. This will include direct ownership of the HR inbox. Action weekly alerts sent to the HR inbox from the HRIS system - including but not limited to: DBS checks, RTW checks, Probation review reminders, No work for 12 months close down. Ensuring all paperwork and emails are sent as well as the checks being completed and recorded Send and assist all Tutor FTE contract updates at the start and throughout every term - this includes letters, contracts and liaising with the timetabling team if required.
General HR administration: Drafting HR letters, supporting line managers with HRand documents, responding to reference requests, and assisting with HR-related meetings and minutes. Supporting HR manager and other HR staff team members with ad-hoc tasks, HR Processes and projects. Obtaining and checking SC3 documents and making line managers aware of their responsibility to upload these to the system. Maintaining confidentiality and following GDPR/data protection regulations. Communicate with payroll to obtain maternity acceptance, confirm rates of pay and upload their details to the system. Writing to the employee to make them aware of confirmed details. Assisting with internal communications relating to policy changes and employee updates. Administration of employee training loans.

Recruitment Administration

- Hold Ownership of the recruitment process for all roles including but not limited to:


Holding Ownership of the recruitment mailbox. Managing and responding to all emails within 3 working days escalating to other members of the HR team where necessary Posting job adverts on all recruitment sites and removing them once expired or fulfilled. Forwarding applications to line managers, ensuring managers make prompt decisions on shortlisting of candidates. Confirming receipts of applications Sending reference request emails and chasing those outstanding on a weekly basis. Filing returned references and making line managers aware when individuals are ready to be interviewed. Sending interview confirmation emails Attending interviews to take notes and act as Safer Recruit trained team member or alternatively arranging for another HR team member to attend. Ensure interview feedback is obtained from line managers and that all successful or unsuccessful candidates have been communicated to with feedback within one week of interviews taking place.

Onboarding Administration

- Hold ownership of the onboarding process for all roles both external and internal, including but not limited to:


Sending new startervia email Arrange for RTW and DBS documents to be seen and countersigned for all new starters. Obtain and keep record of entitlement to work for all new team members.
Ensuring all onboarding , checks or completed and recorded. Following this issuing a contract of employment ensuring it is signed. Writing and sending contract documentation Work and communicate with other departments to ensure the onboarding process is completed effectively such as:
- Sending HMRC new starter to payroll

- Make IT and Digital Education aware of new starters

- Work with line managers to create first day plans and send first day plan emails to new starters

Ensuring no new starters are started until allare returned To flag any new starters that have provided on their HESA form that they consider themselves to have a disability to ensure any reasonable adjustment can be made in a timely manner.

Employee Leaver Administration

Hold ownership of the leavers process for all roles, including but not limited to: Write and send confirmation of resignation letters Update HRIS in accordance with leavers Monitor no work for 12 months for casual workers, ending employments where needed Ensure IT, Digital Education and Timetable team are aware of leavers and can shut down open accounts Remove leavers from Benefits platform Providing references on the companies behalf for employees that have left the company

These responsibilities may vary slightly depending on the organization's size and structure, but broadly encompass the above functions within most HR administrator roles.



To complete this role, you will need:

Essential

1+ years in a HR administrator role or 3+ years of general administration Excellent multi-tasking skills Confidence in working in a fast-paced environment Strong problem-solving skills Ability to convey information to a variety of stakeholders Some current and up to date HR knowledge Be confident in written and verbal communication Good computer and systems skills (working background using HRIS systems) Able to work independently and from own initiate Be able to commute to Guildford (We do not have parking onsite) Have right to work in the UK Happy to undergo an enhanced DBS check

Preferred

Working background in small HR Teams Google systems user

ACM withhold the right to extend or draw short the application deadline based on number of applications submitted.

Apply for this job

Application should be returned by the advertised closing date to recruit@acm.ac.uk.



All applicants will be required to complete screening appropriate to the post. This includes a Disclosure and Barring Service check and checks with past employers.



Each job advertisement will detail the closing date for applications. We regret that we are not able to accept applications received after this date. Once shortlisting has taken place, successful candidates will be contacted by the HR and Recruitment Team and invited to attend an interview.



Due to the volume of applications we receive for our vacancies, it is not possible to keep in touch with every applicant. Therefore we would ask you to assume that if you have not heard from us within 4 weeks of the advertised closing date, your application has not been successful on this occasion.