Job Description

Overall Job Purpose

Are you a motivated professional HR Administrator, with strong IT, organisational and communication skills? Join our Diocese HR Team where you will have the opportunity to develop your knowledge and use your skills to make a difference.

The HR Administrator is responsible for providing professional HR support across a variety of HR functions, including recruitment and onboarding, learning & development, record management, HR system maintenance, and employee documentation. This role supports the HR team to ensure the smooth running of HR operations and is the first point of contact for employees and clergy.

The role is office based 5 days a week at St. Edmund House, Bishop Crispian Way, Portsmouth, PO1 3QA.

Some occasional travel may be required across the Diocese, you must have a full clean driving licence and your own transport

This is an exciting time to join our friendly, busy, and supportive team as we implement our 10-year Mission Plan, shaping the future of our Diocese and the communities we serve.

Covering Hampshire, Berkshire, South Oxford, and the Channel Islands, our Diocese is home to 87 parishes and 50 schools, serving over 27,000 practising Catholics and supporting 32,000 children and their families. Our work is both challenging and deeply rewarding, offering the opportunity to be part of something truly meaningful.

Applicant Information

Employee benefits include 25 days paid holiday plus bank holidays, free life assurance and employee wellbeing programme, and contributory pension scheme.

If you are inspired by the idea of working in a values-driven environment where your efforts will have a lasting impact, we would love to hear from you.

HR Administrator -

Main Duties

Employee Record Management

Maintain and update records in the HR Information System Ensure all employee documentation (contracts, benefits, performance reviews) is current and legally compliant

Recruitment

Prepare job adverts: liaise with the HR Advisor/Manager on the detail; check dates for interview/ interview panel and their availability, room availability, and organise assessment tests if required. Post advert on intranet, LinkedIn and other relevant recruitment sites. Monitor the recruitment inbox and gather all applicants for review with the hiring manager/HR Advisor. Communicate with candidates for interview and manage appropriate regret letter for unsuccessful candidates before and after interview. Create the offer letter for the successful candidate, liaising with the hiring manager and HR Advisor on possible start dates/ DBS checks/RTW documents. Once the candidate has accepted and a start date agreed, create the full contract and calculate holiday entitlement for the remainder of the year. Manage the collection of references and right to work documents. Inform the manager of the date so that they can order the IT equipment.

Onboarding

Enter new starter details into the HR system Prepare onboarding documents for new starters (payroll, pension, DIS (beneficiaries completed)) and check that line managers have set up an onboarding programme Prepare statutory health & safety, cyber security training set up HR onboarding on the first day to include office orientation, fire exits, first aid, equipment such as laptop, keys, mobile phone, HR self-serve system Ensure the line manager has set up an onboarding programme

Payroll and Benefit Administration

Collate all payroll changes to be processed by the Payroll Officer each month - starters, leavers (check holiday outstanding/taken) pay uplifts, change of contractual hours, change of work patterns. Point of contract for pay queries from employees and refer to the Advisor/Manager Support the HR Manager with administration of benefits Annual salary review letters are administered correctly and attached in each file Annual salary review changes are updated in the HRIS system Advising benefits broker of employee changes and updating internal records. Producing pension letters according to auto-enrolment rules. Supporting with any ad-hoc payroll related tasks as and when required Responsible for actioning all HR related invoices for signature

Reporting & System Management

Support the HR Manager with reporting as follows: Run monthly and annual HR reports from the HR system for the HR Manager for management and Board reporting. Run reports including absence management; starters and leavers; end of year holiday carry over Run reports on recruitment and vacancy status Run reports monthly for our life insurance benefit needed for the provider Provide reports for the pension provider Run reports for gender reporting, ethnicity reporting and any other employee data as required for regulatory reporting.

Learning & Development

Support the HR Manager in the administration of any training required across the diocese Ensure new employees have completed their onboarding training and log this in their training record in HRIS Ensure employees complete their refresher training on health & safety, cyber security & EDI training annually and update training records in HRIS Administer the further education programme, ensuring that any agreed courses are budgeted, all signatories have agreed terms, and the learner has signed the FE document agreeing to a sliding scale payback should they leave our employment within the given timeframe. Send a letter confirming terms to the learner. Organise, coordinate and track training courses as required, including producing any PowerPoint slides Update the HRIS system with any new training records

Employee Relations

Be the first point of contact for any employee relations issues and refer these to the HR Advisor/HR Manager Handle any issues with professionalism, confidentiality, sensitivity and discretion

Exit Interviews

Record exit interview data and add to reports for the HR Manager

Wellbeing

Promote the Employee Assistance Program

General Administration

Liaise with recruitment agencies as required Liaise with benefit providers as required Manage the HR inbox Provide administrative support to the HR Advisor and HR Manager on the 10 year mission plan Provide administrative support for performance appraisal roll out and records New system roll out - provide support and be the first point of contact to resolve any system issues Undertake and maintain regular data audits Provide administrative support for end of year processes such as holiday carry over and pro rata holiday calculations, mail merging annual salary review letters and electronic filing for each employee Maintain an inventory log of IT and other equipment such as keys, phones etc. Maintain the stationery cupboard Carry out ad hoc duties as requested by the HR Manager to support the overall HR function and diocesan goals

Volunteer Management

Respond to queries regarding volunteers

Values

Role Model the Diocese core values of integrity, dignity, excellence, accountability, and stewardship and the ethos and values of the wider Catholic Church.

HR Administrator - Person Specification

Essential

Significant administrative experience in a similar or related HR role Able to accurately maintain and manage employee records and HR databases Highly developed interpersonal and communication skills, capable of engaging effectively with diverse stakeholders. Expertise in HRIS systems, Microsoft packages and digital communication tools Excellent organisational skills, including effective team working Able to multitask and work under pressure in a busy environment Knowledge of Data Protection legislation and experience of working within a confidential environment, handling sensitive data. Able to apply ethical judgment to uphold HR standards and Diocesan values

Desirable

Studying for Level 5 qualification in HR Management or related HR discipline Basic knowledge of employment law Understands the basics of payroll and reward, including benefit enrolment and administration Familiarity with the Catholic Church, its teachings, and liturgical practices. Experience working in a parish, charity, or faith-based environment.

How to Apply

Please send a comprehensive and up to date Curriculum Vitae along with a covering letter setting out your suitability for the role and motivation in applying (no more than 2 sides A4) to recruitment@portsmouthdiocese.org.uk Please state 'HR Administrator' in the subject line of your email.

The Diocese of Portsmouth is an equal opportunity employer and welcomes applications from all who support the ethos and values of the Catholic Church.

We encourage an early application as we may close this advertisement at our discretion before the date stated, if a high number of applicants apply.

The closing date for applications is Sunday 3rd August, at 10pm.

Interview Details

You will be notified shortly after the closing date, should we wish to progress your application and invite you to an interview.

Appointment

Any offer of employment to work at the Catholic Diocese of Portsmouth is conditional upon receipt of two satisfactory employment references, provision of relevant certification of qualifications held, and completion of pre-employment checks.

You must have a valid UK Right to Work, as the Catholic Diocese of Portsmouth does not offer UK Visa Sponsorship.

Job Types: Full-time, Permanent

Pay: 26,000.00 per year

Benefits:

Company pension Health & wellbeing programme Life insurance On-site parking Sick pay
Schedule:

Monday to Friday
Application question(s):

Do you a valid UK Right to Work, as the Catholic Diocese of Portsmouth does not offer UK Visa Sponsorship? Do you have significant administrative experience in a similar or related HR role? Do you have expertise in HRIS systems, Microsoft packages and digital communication tools? Do you have highly developed interpersonal and communication skills, capable of engaging effectively with diverse stakeholders? Are you studying for Level 5 qualification in HR Management or related HR discipline and have a basic knowledge of employment law?
Work Location: In person

Application deadline: 03/08/2025
Reference ID: HR Administrator