Job Title - HR Administrator (Apprentice Lvl 3)
Reporting To - HIR Manager
Role Purpose:
The HR Administrator plays a key role in supporting the HR function through efficient administration of HR processes, maintaining employee records, and ensuring compliance with company policies. This role provides essential support to the HR team and acts as a secondary resource to our Infrastructure Resources team. This is an excellent opportunity for a junior HR professional looking to grow their skills, knowledge, and experience in a dynamic HR environment.
Key Responsibilities:
Employee Lifecycle Management
- Administer onboarding and offboarding processes, ensuring a smooth experience for employees.
- Process internal changes, including flexible working and contract requests.
- Maintain accurate and up-to-date records for employee movements.
Inbox & Inquiry System Management
- Manage the HR inbox and inquiry system in collaboration with the HR Coordinator.
- Ensure timely responses and resolution of HR-related queries, escalating where appropriate.
Right to Work & Security Checks
- Conduct and track BPSS screening, DBS renewals, and work visa compliance.
- Ensure all necessary right-to-work documentation is collected and recorded correctly.
HR Administration
- Maintain and update employee records with accurate & consistent data entry.
- Conduct periodic reviews to ensure compliance and completeness.
- Administer employee benefit programs such as eyetest vouchers.
- Undertake ad hoc HR administration projects, including right-to-work audits and pending document follow-ups.
- Assist with policy documentation and updates as required.
Support HRIS Management
- Support HR Coordinator with:
- System development, process improvements & end-user training.
- Managing HRIS tasks, such as contract change requests, EPR and flexible working applications.
- Ensuring timely completion of assigned HRIS-related tasks.
- Monthly HRIS audits to identify and remove outdated personnel data.
- Ensure compliance with GDPR regulations and company data policies.
- Support management of Moodle site including generation of monthly L&D reports to track training completion.
Secondary Responsibilities – Infrastructure Resources Support
- During peak/leave periods provide cover and assistance for the HIR Coordinator in hospitality, reception, and purchasing duties as needed.
Knowledge, Skills & Experience
- Some experience in HR administration or a related role.
- Strong organizational and multitasking skills with a keen attention to detail.
- Strong communication and teamwork skills.
- Ability to handle sensitive information with confidentiality and discretion.
- Basic knowledge of HR regulations, compliance, and legal requirements (e.g., right to work, employee rights).
- Willingness to take on additional responsibilities and support wider team functions.
- Familiarity with HRIS and other relevant software applications.
- Experience with Microsoft Office & Microsoft Teams (Outlook, Excel, and Word)
This job description is intended to convey information essential to understanding the scope of the HR Administrator Role and is not an exhaustive list of skills, efforts, duties, or responsibilities associated with it.
Putting Customers First
- Is always results orientated - delivers what is needed, when it is needed and overcomes barriers
- Keeps the customer at the heart of everything they do - even when faced with uncertainty and pressure
- Listens to the customer carefully, manages and meets their expectations
- Recognises and takes immediate steps to handle an issue or potential problem or lets the right people know about it
Being Straight Forward
- Communicates and/or presents effectively to small groups
- Shares information openly with others
- Probes and identifies underlying causes of issues before suggesting solutions
- When appropriate, involves others before making decisions
Keeping Promises
- Focuses on problem prevention first, then problem solving
- Is committed to highest priorities, objectives and manages expectations
- Expresses an appropriate sense of urgency to deliver key results on schedule
Understanding People Matter
- Role-models the importance of ‘understanding people’ and being ‘one team’
- Draws on relationships for support, information sharing, resources and completing joint tasks
- Adapts own behaviour, style or language according to the needs of the situation or audience
- Brings individuals together to address issues or conflict where multiple interests are at stake
Considering The Long Term
- Strives to make plans that are aligned to the long-term business objectives
- Actively seeks opportunities to deliver better services
- Creates and applies new ideas, initiatives and solutions into daily work
Inspiring Success
- Role models and encourages others to drive their own personal development
- Manages people, processes and activities to operate efficiently
- Celebrates successes by recognising and rewarding individual and team achievements
- Promotes a win-win mentality
