Greenleaf House
People & Communication Assistant
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People Assistant
Dumfries based
Full time, 9am-5pm Mon-Fri
Salary: £27,976 - £30,946 depending on qualifications and experience
The Greenleaf Team
We’re looking for people to join our team that share our beliefs. We believe in a holistic approach: that even the smallest detail can mean a world of difference to a vulnerable young person. We want team members who never give up on our young people, who are compassionate and who believe that our young people deserve the best we can give them.
If it’s your ambition to create a future filled with hope and optimism for our young people, then get in touch.
Visit our website for more info: greenleafhouse.co.uk
Job Role
To deliver high-quality administrative support across recruitment, onboarding, and general business operations, ensuring efficient and well-organised processes.
To provide first-line HR support to managers, handling low-level HR queries, coordinating HR processes, and ensuring compliance and consistency across the employee lifecycle.
You will be based in Head Office and work closely with people managers and other departments at Greenleaf to provide overall support across administration and HR processes. You will report to the People Advisor and work collaboratively with our other office teams and L&D department.
You will be a part of providing excellent care to the young people by providing the structure of support around our care teams that enables them to look after the young people.
Benefits
With greater expectations come greater rewards. If you’re selected to become part of the Greenleaf family, you’ll not only enjoy a salary that’s higher than the sector average, but you’ll also enjoy a comprehensive benefits package and generous holiday entitlement.
You will be eligible for our wellbeing package, which includes an external EAP with a 24/7 wellbeing line and free counselling sessions, a health cash plan, which includes dental and optical cover, physio therapies, and a 24/7 GP helpline, and our Greenleaf For You platform, which gives you access to a wide range of discounts and savings on vouchers.
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You will also have access to a wide range of development opportunities.
Specific Duties and Responsibilities
Onboarding & Offboarding
- Manage ATS and recruitment inbox
- Facilitate the advertising and promotion of vacancies on various platforms (job boards, social media, etc.)
- Schedule interviews and coordinate candidates
- Process references and safer recruitment checks
- Prepare contracts and onboarding documents
- Coordinate inductions and training schedules
- Ensure all onboarding compliance is completed
- Manage leavers and exit process
- Complete exit interviews
- Manage the employee lifecycle and provide support throughout
- Gather staff feedback at onboarding and offboarding stages
General Administration
- Monitor inbox/phones and respond or triage queries
- Maintain filing systems and databases
- Provide meeting and diary support
- Cross-departmental admin support (training, L&D, maintenance, payroll, etc.)
- Maintain accurate systems and documentation
- Support data entry and reporting for HR and leadership
- Curate the company newsletter and other company-wide communications
Office administration
HR Support
- Manage the company’s HR systems
- Respond to low-level HR queries from managers and staff
- Provide guidance based on policy and templates
- Escalate more complex issues to People Manager
- Support absence management processes (tracking, letters, triggers)
- Assist managers with flexible working requests (documentation, timelines)
- Prepare change of T&Cs letters
- Support investigations (note-taking, collating documents, timelines)
- Monitor probation periods and alert managers to deadlines
- Ensure probation reviews are completed and recorded (policy compliance)
- Track key employee lifecycle data (maternity, absence, etc.)
- Collect and analyse data
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People Culture
- Take a proactive approach to staff voice and engagement
- Support wellbeing and engagement initiatives
- Manage employee voice channels
- Promote company values and culture
Compliance & Records
- Maintain accurate HR records and ensure GDPR compliance
- Keep audit-ready documentation
- Prepare staff files for inspections
- Conduct internal HR audits (files, compliance, processes)
- Produce lower-level HR reports (absence, probation, compliance)
Requirements
Essential Criteria
- Relevant HR qualification (such as CIPD Level 3 or Level 5)
- 1-2 years administrative experience
- Excellent communication skills
- Excellent IT skills
- Knowledge and understanding of the principles of teamwork
- Ability to work independently
Desirable Criteria
- 1-year HR experience
- Working understanding of residential childcare
- Understanding of relevant regulatory requirements for residential childcare providers
- Full UK driving licence
Benefits
With greater expectations come greater rewards. If you’re selected to become part of the Greenleaf family, you’ll not only enjoy a salary that’s higher than the sector average, but you’ll also enjoy a comprehensive benefits package and generous holiday entitlement.
- 29 days annual leave
- Additional annual leave with length of service, starting at 2 years
- Health Cash Plan including dental and optical cover
- Employee Assistance Programme with 24/7 wellbeing helpline
- Employee discounts
- Festive rewards
- NEST pension scheme
- Christmas Savings Scheme
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