Key Responsibilities

Fleet & Vehicle Administration

• Manage all aspects of the company vehicle fleet including insurance, fuel cards, servicing schedules, and vehicle records.
• Coordinate vehicle maintenance, repairs, and supplier relationships.
• Maintain accurate driver records and licence documentation.
• Monitor fleet-related administration and costs.
• Arrange company travel and accommodation requirements when required.

Payroll, HR & Workforce Administration

• Coordinate weekly payroll information for operational employees.
• Maintain employee records and confidential personnel files.
• Support recruitment administration and interview coordination.
• Manage onboarding activities and induction processes.
• Administer DBS applications and Right to Work documentation.
• Coordinate CSCS card applications and renewals.
• Monitor training requirements and maintain training records.
• Support absence management and workforce administration activity.

Compliance Administration

• Maintain employee compliance records and documentation.
• Monitor training, qualifications, and certification expiry dates.
• Ensure records remain accurate and audit-ready.
• Support internal compliance reporting and administration.
• Maintain business records and operational documentation.

Finance & Commercial Administration

• Act as a key liaison between operational teams and finance.
• Process supplier invoices and supporting documentation.
• Support account administration and invoice queries.
• Assist with reconciliations and finance-related administration.
• Maintain accurate financial and operational records.
• Liaise with suppliers regarding account matters and invoice enquiries.

General Business Support

• Coordinate day-to-day office administration.
• Support Directors and management with operational tasks.
• Maintain business systems, records, and documentation.
• Manage office supplies, service providers, and administrative processes.
• Assist with process improvements and business initiatives.
• Work collaboratively across operations, commercial, and finance functions.

Skills & Experience

To be successful in this role, you are likely to have:

• Previous experience within Office Management, Operations Administration, HR Administration, or Business Support.
• Experience coordinating payroll information and workforce administration.
• Knowledge of onboarding, recruitment administration, and compliance processes.
• Experience managing DBS checks and employee records.
• Fleet administration or vehicle management experience.
• Experience processing invoices and working closely with finance teams.
• Strong organisational and multitasking skills.
• High attention to detail and accuracy.
• Excellent Microsoft Office skills, particularly Excel, Word, and Outlook.
• Strong communication and stakeholder management skills.
• A proactive and solutions-focused approach.

Personal Attributes

The successful candidate will be:

• Highly organised and methodical.
• Professional and discreet.
• A confident communicator.
• Comfortable managing multiple priorities.
• Proactive and self-sufficient.
• Detail-focused and process-driven.
• Adaptable and capable of supporting a fast-paced business environment.
• A strong team player with a positive approach.

Why Apply?

This is an excellent opportunity to join a stable and growing organisation in a position offering genuine variety, responsibility, and visibility across the business. You will become a key member of the team, supporting operational success while working closely with senior stakeholders and contributing to the continued growth of the organisation.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job, you accept the T&C's, Privacy Policy, and Disclaimers, which can be found at hays.co.uk.