Job Description

Job Purpose

The HR Support Assistant provides efficient, accurate, and confidential administrative support within the HR team. The role ensures that employee information, HR systems, and reporting processes are maintained to a high standard, supporting the smooth delivery of the employee lifecycle from recruitment and onboarding through to leaver processing and employee engagement initiatives.

Responsible to:

HR Lead

Location:

Head Office, Workington

Hours:

35 hours per week

Salary:

25,642 (entry) - 26,158 (post-probation) - 27,297 (qualified) (FTE)

Our Vision

Our vision is for children, young people and adults with learning and other disabilities in Cumbria to live a fulfilling life, in the way they want and with the support they choose.

Our Mission

Providing high-quality care, support, and employment opportunities that are centred around individual needs, offer choice, and promote independence; employing skilled and valued staff who deliver excellent services; and working collaboratively with our

communities to promote inclusion, equality, and understanding.

Our Values

Person-Centred, Inclusive, Positive

Key Responsibilities

1

. Recruitment & Onboarding

Ensure pre-employment checks (DBS, right to work, references) are completed and securely stored in line with safer recruitment practices. Set up new starters on HR systems including Select HR / Access Workspace, TELUS, and Care Skills Academy. Support induction processes by tracking completion of required training and obtaining certificates for personnel files. Issue three-month starter feedback surveys, collate results, and share insights with the HR Lead. Prepare and issue new starter letters, contracts, and system access instructions.

2. Employee Records & Data Management

Maintain accurate and compliant employee records across all HR systems. Process employment changes (pay adjustments, role updates, transfers) ensuring accuracy prior to payroll upload. Remove leavers promptly from systems and archive personnel files in accordance with GDPR retention requirements. Prepare and issue letters related to changes in employment terms, access, or role. Maintain statutory leave logs (e.g., maternity, shared parental, adoption) and support return-to-work planning.

3. HR Systems, Reporting & Compliance

Produce monthly and ad-hoc HR reports (e.g., Bank Staff Statistics, Capacity Tracker, Training Compliance). Conduct regular data checks to ensure HR records and system data integrity. Support internal audits and data validation exercises to meet regulatory and organisational requirements. Maintain and update key logs including Recommendation Vouchers, Maternity, and Long Service Awards. Ensure all HR activity complies with Data Protection Act 2018, UK GDPR, Safer Recruitment, and confidentiality standards.

4. Employee Engagement & Recognition

Track and issue Long Service Awards and recognition vouchers in line with policy. Support HR-led initiatives and engagement campaigns promoting wellbeing, inclusion, and staff appreciation. Assist with communication and data collection for staff surveys and focus groups.

5. Collaboration & Continuous Improvement

Provide responsive, professional HR support to all West House staff and managers. Contribute to team meetings, training sessions, and process improvement initiatives. Support administration and data tracking in line with the West House-Training Plan. Support Managers where required. Promote a positive and inclusive HR culture consistent with West House values. Carry out any other reasonable duties as requested by the HR Lead or People & Development Director, consistent with the nature and scope of this role.

Key Relationships

Internal: HR Team, Payroll, Operational Managers, Training Leads, Senior Management Team, Business Team. External: Training Providers, DBS Service, System Providers (Access, Care Skills, TELUS), External Auditors.

Skills and Attributes

Excellent attention to detail and accuracy in data handling. Strong organisational and time management skills, with the ability to meet tight deadlines. Confident IT user with experience in Microsoft 365, HR systems, and online learning platforms. Clear and professional written and verbal communication skills. Proactive, solution-focused, and collaborative approach to teamwork. Ability to always maintain confidentiality and act with integrity.

Experience and Qualifications

Previous administrative experience in an HR or similar office-based environment (Essential). Experience using HR systems or databases (Desirable). Understanding of HR processes, confidentiality, and data protection requirements (Desirable). Strong communication and interpersonal skills (Essential). Experience using Microsoft 365 suite including Teams, Excel, and SharePoint (Desirable).

Development and Progression

West House is committed to developing its people. The HR Support Assistant will be supported to enhance their HR knowledge through training, mentoring, and practical experience, with opportunities to progress into HR Coordinator or Officer-level roles.

Safeguarding Statement

West House is committed to safeguarding and promoting the welfare of adults and children. All staff are expected to share this commitment and to complete all required training related to safeguarding, safer recruitment, and data protection.

#TransformingTogether

Job Type: Part-time

Pay: 25,642.00-27,297.00 per year

Expected hours: 35 per week

Benefits:

Casual dress Employee discount Free flu jabs Gym membership On-site parking Referral programme
Work Location: In person