1. Own our HRIS as the single source of truth

   • You own all administrative processes in our HRIS, The Hive, so that the data in it is complete, current and trusted by HR, Finance, managers and our regulators alike.
   • Enter and maintain all employment, pay, work pattern, benefits and documentation records accurately and on time.
   • Run periodic data accuracy audits, resolve exceptions and flag the root causes so they stop recurring.
   • Maintain the organisation chart monthly and on request.
   • Independently produce a range of employee communication, including pay increases, promotions, amended hours, job title changes and study support agreements, and action each change in The Hive.
   • Administer family leave – maternity, paternity and shared parental – including entitlement records, documentation, letters and return-to-work changes.
   • Keep pace with system updates and new functionality, and support testing of new features.

2. Deliver an accurate, on-time monthly payroll input every cycle

   • Compile the monthly payroll submission to Finance and maintain the master payroll tracker, keeping it reconciled to The Hive and ready for the payroll sign-off meeting, resolving or escalating any discrepancies.
   • Process and log all in-month changes, including approved overtime, referral and one-off bonuses, sickness and fit notes, sick pay entitlement, advance deductions, work pattern and shift changes, promotions and holiday buy/sell.
   • Apply the correct statutory and company family leave pay entitlements, and instruct payroll accordingly.
   • Produce the monthly benefits reporting pack for our providers.

3. Deliver a seamless joiner-to-leaver experience

   • From first contract to final payslip, you own the administration that shapes how people join us and how they leave.
   • Check pre-joining documentation is complete and accurate, draft employment contracts, and manage pre-joining forms, reference requests and manager checklists in The Hive.
   • Set new joiners up across all people and benefits systems, check HMRC starter documentation is complete and notify our payroll and benefits providers.
   • Confidently deliver the HR induction to small groups of new joiners, and carry out post-induction check-ins.
   • Support the probation process, ensuring line managers complete the correct documentation on time and escalating any performance concerns to the Senior HR Business Partner.
   • Manage the leaver process end to end – confirmation letters, marking the leaver in The Hive, benefits removal, and calculating holiday balances, clawbacks and outstanding payments for the payroll submission.
   • Maintain temporary worker and contractor administration, including contract copies, start, end and extension dates, and inductions.
   • Run the new joiner survey and support exit interviews, sharing emerging themes with the wider HR team.

4. Complete every vetting and SM&CR check to a standard that would stand up to audit

   • Complete every pre-employment and SM&CR new joiner check end to end - identity verification, right to work, DBS, credit checks and six-year references - chasing each to deadline and issuing Fit and Proper certification.
   • Administer the recertification cycle for the certified population, including periodic DBS and credit checks and ongoing right to work and visa tracking.
   • Maintain accurate, audit-ready SM&CR records and evidence, chasing colleagues to complete certification requirements on time.

1. Produce people data and MI that others can act on with confidence

   • Produce recurring employee demographic reports, including training and competence, CPD completion and objective-setting reporting.
   • Prepare clean, reliable datasets for the wider HR team, and provide ad hoc datasets to other functions when required, drawing out insights from the raw data rather than just supplying numbers.
   • Produce the attendance tracker every month for all locations, to ensure all employees are in compliance with our attendance policy.
   • Respond to routine ad hoc data requests accurately and on time.

2. Use AI and automation to take the manual effort out of HR

   • This is a high-volume role, and we don’t want you spending your day on work a tool could do. We expect you to actively look for where AI and automation can take effort out of the process, and to use them well and safely - applying your own judgement to every output, and only ever using tools approved for the data you are putting into them.

Alongside these, you’ll provide ad-hoc administrative support to HR colleagues where required.

KNOWLEDGE, SKILLS & EXPERIENCE

We would love to hear from people with the following skills and experience for this role.

• Meticulous attention to detail – this is the heart of the role. You get it right first time, on records that other people, other systems, Finance and our regulators all depend on
• Calm and organised under pressure – able to prioritise, multi-task and own a busy recurring calendar of activity without being chased
• Creative and solutions-focused – we are small but complex, and our challenges are genuinely our own, so the textbook answer often will not fit. We are looking for someone who enjoys working out a better way rather than waiting to be told one
• Keen to keep learning – curious about the parts of HR beyond your own remit, and ready to take the opportunities that a small team gives you
• A self-starter who is comfortable assuming responsibility and accountability, and confident tackling things independently – the team will always be there to help, but the pace and variety of the role mean you need to be able to run with things
• Strong written and verbal communication skills, and a confident, friendly manner with people at all levels of the organisation – including the sensitivity to handle personal conversations, such as family leave, with care
• A great team player who is enthusiastic about the impact our team can have
• Proven experience as an HR Administrator, with exposure to the full employee lifecycle from onboarding through to leavers
• Graduate, or CIPD Level 5 qualified or above. We are looking for someone who has invested in the professional side of HR, not just picked it up along the way – you should bring a working knowledge of employment practice and the reasoning behind the processes you run, and the appetite to keep building on that qualification with us
• Experience of compiling or substantially supporting a monthly payroll submission, and comfortable working accurately with pay and reward data