Job Description

HR & Office Administrator

Reports to:

Head of Human Resources

Purpose of the role:

To provide administrative support to the HR Function, maintaining HR records, co-ordinating employee-related activities, HR reports, basic HR queries and assisting the Head of Human Resources with the smooth running of the department.

In addition, the role provides high-quality administrative support to the CEO and Board of Trustees, including the coordination of meetings, preparation of agendas and minutes, and the distribution of relevant documentation.

Main Responsibilities:

HR Administration, Analytics and HRIS Maintenance:

To be the primary contact for all HR administration matters including but not limited to: Employment contracts DBS checks Right to work checks Reference checks Amendment letters New starter paperwork Confirming resignations Create and maintain employee records in line with company policies and relevant legislation. Ensure that HR records, both physical and electronic, are kept up to date, accurate and securely stored at all times. Support the Head of HR with regular review of policies and procedures. Provide reports to management on a regular and ad hoc basis. Provide all relevant payroll information to the finance team. Read and respond to incoming communications including the central HR inbox. Maintain all HRIS records accurately including holidays, leave requests, absence/attendance etc. Undertake periodic audits of the HRIS to ensure that all records are up to date. Ensure all policies in the HRIS system are up to date. Provide the Head of HR with monthly sickness and retention stats highlighting any issues where necessary.

Employee Relations:

Answer employees' queries about basic HR issues and know when to escalate as appropriate. Provide basic HR advice in the absence of the Head of HR. Attend, minute and participate in the monthly Employee Forum meetings. Assist the Head of HR with preparations for internal meetings and take notes where necessary. Assist and participate in HR projects where necessary. Keep up to date with relevant employment law and best practice working with the Head of HR to ensure smooth implementation.

Training:

Maintain the online training portal, ensuring that all new starters are enrolled on the correct courses for their role and that all leavers are removed promptly. Complete the monthly training report and distribute to all line managers. Issue replacement log ins for accounts and keep an accurate record of credits used and notify the Head of Human Resources when these decrease below required levels. Assist with all training arrangements including travel, hotel booking, meal arrangements and liaising with external training suppliers as required.

Recruitment & Induction:

Be responsible for posting job adverts internally and externally on instruction from the Head of HR. Keep an accurate record of all applications in the relevant folder and updating applicant tracking spreadsheets. Liaise with line managers on interview dates and confirm these with the successful applicants. Ensure all candidates are informed of their application status post short listing. Make interview arrangements where needed including room bookings, parking passes, reasonable adjustments etc. Ensure all information is gathered from the line manager for the new starter and that the line manager has all the necessary induction information. In the absence of the line manager conduct inductions and gather new starter information where necessary.

Administrative Support to the CEO and Board of Trustees:

Provide secretarial and administrative support for the Chief Executive. Organise, prepare, attend and minute key meetings including board and subcommittee meetings and follow up on actions as required. Administrative Support to Trustee Chair, Chairs of subcommittees and other trustees as required Prepare & distribute papers and reports for subcommittee meetings, board meetings and other meetings as required. Assist with the recruitment and induction of new trustees Support the CEO with travel arrangements, room bookings, diary arrangements, conference registrations etc.

General:

Any other duties as may be reasonably expected of an HR & Office Admin.

Special features

Some travel to Eureka! Science and Discovery (Wirral) may be required. Some weekend work may be required

Details of Education and qualifications

Level 3 CIPD qualification or equivalent (can be part qualified)

Details of special skills/experience/aptitudes needed

Experience in HR administration. Ability to work efficiently and accurately. Good IT Skills Good knowledge of employment law and legislation Confident communicator with the ability to communicate at all levels. A proactive and flexible approach to prioritising workload Excellent time management and prioritisation skills Excellent organisational skills High level of discretion and the ability to work in a professional and confidential manner.
Job Types: Full-time, Permanent

Pay: 28,000.00-29,000.00 per year

Benefits:

Company pension Discounted or free food Employee discount Free parking On-site parking Sick pay Store discount
Schedule:

Day shift Monday to Friday
Application question(s):

Do you have a CIPD level 3 qualification?
Experience:

Human resources: 2 years (required)
Work Location: In person

Application deadline: 25/06/2025