INSTINCT
Human Resources Administrator
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Human Resources Administrator
Job Description Job Title: HR Administrator Department: Human Resources Reporting To: Chief Business Officer Location: London - (Hybrid) Employment Type: Permanent, Part-Time
Role Purpose We are seeking an experienced, proactive, and highly organised HR Administrator to ensure the smooth running of our daily business and HR functions.
Reporting directly to the Chief Business Officer, you will be the administrative backbone of our team, confidently managing everything from core HR administration and the employee lifecycle to essential financial transaction support. This is a brilliant opportunity for a hands-on, part-qualified professional who enjoys variety. You will work side-by-side with the CBO and support the CFO, providing the critical data and process management needed to keep our business compliant, efficient, and well-organised. If you are looking to gain broad experience across both HR and finance operations in a supportive, flexible environment, this role is a perfect match.
Key Responsibilities Employee Relations & Support Act as the reliable first point of contact for day-to-day manager and employee HR queries. Provide foundational guidance and first-line HR advice on a wide range of employee relations matters (such as absence management, performance plans, and capability processes). Assist the CBO with administrative documentation, note-taking, and file preparation for formal disciplinary, grievance, and investigation hearings. Ensure all HR decisions, administration, and processes are administered fairly, consistently, and with strict confidentiality.
Recruitment & Onboarding Coordinate end-to-end recruitment activities, including posting job adverts, screening applications, and managing interview schedules. Support hiring managers with standardised templates and process guidance throughout the hiring lifecycle. Manage onboarding compliance, ensuring all right-to-work checks, contract signatures, and induction programmes are completed seamlessly. Ensure a highly positive, welcoming experience for all candidates and new starters.
HR Administration & Compliance Maintain accurate employee records and ensure HR systems are meticulously kept up to date. Prepare employment contracts, offer letters, and standard HR correspondence independently for CBO review and final approval. Ensure full compliance with UK employment legislation, GDPR, and company policies. Monitor probationary periods and support managers with carrying out scheduled reviews on time. Assist with HR data reporting and the preparation of basic people metrics as required.
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Payroll & Financial Administration Support payroll administration by managing employee benefits, pension data, and tracking monthly payroll changes for finance approval. Assist the finance function with processing supplier invoices, expense management, and basic financial record keeping. Support budget tracking and the preparation of routine operational and financial reports. Coordinate contract administration and maintain organised supplier documentation. Provide day-to-day administrative support to the CBO and CFO to optimise office and process efficiency.
Policy, Process & Project Support Assist the CBO with the continuous review, development, and implementation of HR policies to ensure they remain aligned with current UK employment legislation and best practice. Promote consistency and fairness across all people processes. Coordinate company training activities, identify development needs in collaboration with managers, and maintain central learning logs. Support employee development, performance improvement initiatives, engagement activities, and wellbeing programmes. Provide administrative support to wider HR, change management, and organisational development projects as required, contributing ideas for continuous improvement.
Person Specification Essential Experience 3–5 years’ proven experience within a generalist HR administration or departmental support role (essential for hitting the ground running). Demonstrated experience advising managers on basic employee relations matters. Experience coordinating recruitment, compliance-heavy onboarding, and general employee lifecycle activities. Experience maintaining digital HR records and handling sensitive data with high discretion. Experience handling transactional finance administration, invoice processing, or working closely with a finance team. Proven track record of managing daily workloads independently and multitasking effectively.
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Knowledge & Skills Solid foundational understanding of UK employment law and HR best practice. Excellent interpersonal and communication skills, with the confidence to build trusted relationships at all levels. Superb organisational skills with a strong eye for detail and data accuracy. Proficiency in Microsoft Office (Word, Excel) and HR information systems. Ability to interpret and apply HR policies consistently and pragmatically.
Qualifications & Attributes CIPD Level 5 qualification (fully qualified or actively working towards it). Degree in Human Resources, Business, Psychology, or a related field (desirable but not essential). A professional, approachable, and proactive "can-do" attitude. Highly organised with a strong commitment to delivering an excellent employee experience. Commercially aware, collaborative, and adaptable.
Key Performance Indicators (KPIs) Timely and accurate resolution of daily HR queries and employee relations administration. Full compliance with UK employment legislation, GDPR, and internal policies. Effective coordination and smooth delivery of recruitment and onboarding processes. Meticulous accuracy and maintenance of employee files and HR data systems. High manager and employee satisfaction with daily administrative support. Proactive contribution to employee engagement, culture, and operational efficiency initiatives.
What We Offer Flexible Working: Part-time hours with a flexible London hybrid setup. CIPD Study Support: Financial contribution toward your CIPD course/membership fees and allocated paid study leave to help you achieve your qualification. Direct Mentorship: The unique opportunity to work directly with and learn from the CBO and CFO, gaining deep exposure to business operations. Benefits: Workplace pension scheme, competitive holiday allowance, and a supportive, growth-minded team culture.
Equal Opportunities Statement We are committed to creating an inclusive workplace where diversity is valued and everyone is treated with dignity and respect. We welcome applications from all suitably qualified individuals regardless of age, disability, gender identity, marital status, race, religion or belief, sex or sexual orientation.
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