People and Systems Administrator

The role is responsible for maintaining accurate people data, systems and records, coordinating core people administration processes, and ensuring a high standard of operational organisation and compliance across the employee lifecycle.

• People Administration & Systems
  • Maintain accurate employee records across HR systems, SharePoint files and manual records where required.
  • Ensure employee lifecycle documentation (offers, changes, benefits, pension, leavers and contractual updates) is processed, stored and maintained accurately and in accordance with data protection requirements.
  • Maintain document control for people records ensuring version control and appropriate retention in line with data protection requirements.
  • Monitor and maintain the accuracy of people data within HR systems.
  • Support payroll administration processes by preparing and submitting relevant data in line with payroll deadlines.
  • Provide confidential note taking support in formal meetings where required.
• Recruitment, Onboarding & Induction
  • Manage the shared careers inbox and external job board ensuring queries are acknowledged and responded to within agreed service standards.
  • Coordinate recruitment administration including interview scheduling and candidate communication.
  • Liaise with candidates, recruitment agencies and hiring managers to support recruitment coordination activity.
  • Support the preparation and issue of offer documentation and pre-employment checks including references and right to work verification.
  • Coordinate onboarding and induction activity to ensure new starters have a well organised introduction to the organisation.
  • Maintain recruitment records and trackers.
• HR Inbox & Service Delivery
  • Manage the shared inbox ensuring queries are acknowledged and responded to within agreed service standards.
  • Provide first line responses to routine queries from managers and employees.
  • Escalate more complex enquiries to the appropriate member of the team.
  • Monitor inbox activity to ensure queries are appropriately prioritised and allocated.
  • Maintain highest standards of stakeholder communication and support.
• People Data, Reporting & Analytics
  • Maintain people data and produce reports to support workforce monitoring and decision making.
  • Work closely with colleagues to support the preparation of HR metrics and dashboards for the Head of People & Culture.
  • Present people data in clear and appropriate formats to support organisational insight and planning.
• Compliance & Governance
  • Ensure compliance with people administration processes including: Right to Work checks, Reference checks, Data protection requirements, Employee file, document retention and data protection compliance.
  • Maintain the library of HR document templates, job descriptions and standard documentation ensuring materials remain current and accessible.
  • Monitor sickness absence administration and highlight trigger points for management review.
  • Maintain accurate documentation to support organisational compliance and audit requirements.
• Training & Internal Communications
  • Coordinate training activities including scheduling sessions, managing bookings and maintaining training records.
  • Support internal communications relating to people initiatives, policy updates and organisational announcements.
  • Update internal intranet and internal AV screens on people related communications.
  • Liaise with internal stakeholders and external partners including recruitment agencies, benefits providers and pension advisers.
• Process & Operational Support
  • Support development of and follow established HR processes and Standard Operating Procedures (SOPs).
  • Support the maintenance and continuous improvement of people administration processes.
  • Ensure consistent and organised management of documentation and operational processes across the people function.