Oaktree Education Services
Human Resources Administrator
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HR Administrator
Location Southampton
Reports To HR Coordinator
Working Relationships Managing Director, Finance Assistant, Heads of Education Centres, Supported Accommodation Managers, employees across Oaktree Education Services, and external agencies where required.
Contract Type & Working Arrangements
- 20 hours per week (flexible days and hours to be agreed)
- Hybrid working available – up to 1–2 days per week working from home upon successful completion of probation
About Oaktree Education Services
Oaktree Education Services is an education and supported accommodation provider based in Southampton. Established in 2022, our aim is to prepare children and young people for adulthood through:
- High-quality education
- Personalised support
- Development of independent life skills
We are committed to providing safe, nurturing, and supportive environments where children and young people can thrive, achieve their potential, and develop the confidence and skills needed for adulthood.
Our Values:
- Respect – Treat children, young people, colleagues, families, and professionals with dignity, fairness, and kindness. Staff must demonstrate professionalism, empathy, and consideration in all interactions.
- Independence – Encourage children and young people to develop confidence, resilience, and life skills. Staff should promote independence and support individuals to achieve their goals.
- Belonging – Create environments where everyone feels safe, valued, and included. Staff should contribute positively to our culture, embrace diversity, and fostering a sense of community and belonging.
- Resilience – Support children and young people to overcome challenges and reach their full potential. Staff should demonstrate flexibility, perseverance, and a solution-focused approach.
Job Purpose
The HR Administrator will provide efficient and effective administrative support to the HR function across Oaktree Education Services.
The role supports the HR Coordinator in delivering day-to-day HR activities, including:
- Recruitment administration
- Onboarding
- Employee records management
- Training compliance tracking
- Payroll administration support
- General HR administration
The post holder ensures:
- Accurate HR data and documentation
- Compliance activities support
- Positive employee experience across education and supported accommodation services
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This role is supportive in nature, with escalation of compliance, safeguarding, and regulatory matters to the HR Coordinator.
Key Responsibilities
Recruitment and Safer Recruitment
- Support managers with recruitment administration activities.
- Prepare and advertise vacancies on relevant recruitment platforms.
- Coordinate interview arrangements and communicate with candidates.
- Assist with pre-employment checks in line with Safer Recruitment guidance.
- Support right-to-work checks and record keeping.
- Assist with DBS applications, tracking processes, and reference collection.
- Maintain recruitment and onboarding records.
- Ensure a positive and professional candidate experience.
Onboarding and Induction
- Prepare offer letters, contracts, and new starter documentation.
- Support onboarding processes and pre-employment administration.
- Set up employee records on HR systems.
- Assist with induction administration and scheduling.
- Track mandatory training completion for new starters.
Employee Records, Compliance, and Safeguarding Support
- Maintain accurate electronic and paper personnel records.
- Update HR systems with employee changes.
- Support the Single Central Record (SCR) (under HR Coordinator guidance).
- Track, renew, and document DBS checks.
- Monitor right-to-work documents, training records, and qualification updates.
- Ensure accurate filing and organisation of HR documentation.
- Assist with internal audits and Ofsted/regulatory inspections.
- Conduct routine HR record checks and escalate any issues to the HR Coordinator.
- Ensure confidentiality and GDPR compliance.
Payroll and Absence Administration Support
- Assist with payroll information preparation for budgeting.
- Record and update employee absence data (sickness, annual leave, etc.).
- Maintain absence records and documentation.
- Produce basic absence reports.
- Address routine employee queries relating to leave and payroll.
Learning and Development
- Maintain training records and update learning systems.
- Monitor completion of mandatory training (e.g., safeguarding, health and safety).
- Remind staff of training renewals.
- Provide training compliance data for managers.
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Employee Relations Administration Support
- Prepare HR meeting documentation (probation reviews, absence meetings).
- Take notes at HR meetings as required.
- Maintain confidential HR case files.
- Provide administrative support to the HR Coordinator during HR processes.
Employee Engagement and Wellbeing
- Assist with staff events, engagement activities, and internal communications.
- Help promote a positive workplace culture aligned with Oaktree’s values.
General HR Administration and Reporting
- Assist with general HR duties, including data and record support.
- Generate basic HR reports (starters, leavers, absence tracking).
- Contribute to continuous improvement of HR processes.
- Assist with document control and policy updates.
General Responsibilities
- Work in alignment with Oaktree Education Services’ values.
- Promote safeguarding and welfare of children and young people.
- Maintain confidentiality and professionalism.
- Follow all organisational policies and procedures.
- Collaborate with colleagues across the organisation.
- Participate in training and supervision as required.
Person Specification
Essential
- Previous administrative experience (HR experience desirable but not essential).
- Strong organisational skills and attention to detail.
- Ability to manage multiple tasks and meet deadlines.
- Proficiency in Microsoft Office and basic IT skills.
- Excellent communication skills.
- Ability to handle confidential information appropriately.
- Willingness to learn HR systems and processes.
Desirable
- Experience in education, children’s services, or supported accommodation.
- Basic understanding of HR processes.
- Experience with HR/payroll systems.
- Knowledge of safeguarding or Safer Recruitment (training provided if necessary).
- CIPD Level 3 or working towards.
Safeguarding Statement
Oaktree Education Services is committed to safeguarding and promoting the welfare of children and young people. All staff must uphold this commitment. This role requires:
- Enhanced DBS check
- Satisfactory references
- Completion of all safer recruitment checks
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