HR & Health and Safety Administrator in Castlereagh

Key Responsibilities

• Human Resources

• Provide administrative support across the full employee lifecycle, including recruitment, onboarding, contractual changes, and leavers.
• Maintain accurate and confidential employee records, ensuring HR systems and personnel files are up to date.
• Support recruitment administration, including advertising roles, coordinating interviews, and preparing offer documentation.
• Co-ordinate HR recruitment systems including Disclosure & Barring Service (DBS) check, right-to-work checks, qualifications and employer references.
• Assist with induction processes and probation review administration.
• Respond to routine HR queries from managers and staff, escalating complex issues as appropriate.
• Support the administration of absence, annual leave, and other HR metrics.
• Assist with preparation of HR reports, workforce data, and documentation for senior leadership and committees.
• Update internal HR trackers and dashboard using data from Breathe.
• Support safer recruitment practices, including pre-employment checks and compliance monitoring.
• Support HR projects and initiatives to improve efficiency and staff engagement.
• Support internal communication, such as HR newsletters and wellbeing initiatives.
• Support with payroll preparation through collation of staff changes, absences, starters and leavers, liaising with Finance to ensure accuracy before submission.
• Input and manage compliance report within City Hospice, in preparation for annual review and meetings.

• Provide administrative support for the organisation's health and safety processes and systems.
• Maintain health and safety records, including incident and accident logs, training records, and risk assessment registers.
• Support the coordination of health and safety training and compliance activities.
• Assist with the collation of documentation for audits, inspections, and internal reviews.
• Coordinate external contractor visits in relation to facilities and health and safety requirements.
• Support communication of health and safety information to staff, in line with organisational policies and promote a safety culture at City Hospice.
• Undertake weekly fire tests and organise fire evacuation drills.

• Provide administrative support to the Head of HR & OD, including diary coordination and document preparation as required.
• Support continuous improvement of HR and health and safety processes.
• Contribute to a positive, inclusive, and values-led organisational culture.
• Ensure all work is carried out in line with organisational policies, GDPR requirements, and confidentiality standards.

Additional Information

This role does not hold responsibility for providing specialist HR or health and safety advice but supports effective administration and coordination. The post holder will work closely with managers across the organisation and may occasionally liaise with external partners or regulators. Commitment to equality, diversity, and inclusion is essential, reflecting the organisation's values and charitable objectives. In this role you will have direct contact with patients/service users/vulnerable adults in the course of your normal duties. As such you will be required to apply for a Disclosure Barring Service (DBS) Standard Disclosure Check as part of City Hospice pre-employment check procedure.

PERSON SPECIFICATION

• Essential

• Proven experience in an administrative role, ideally within HR or a people-focused function.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent attention to detail and accuracy in record-keeping.
• Confident IT skills, including Microsoft Office (Word, Excel, Outlook) and database systems.
• Ability to handle confidential and sensitive information with discretion.
• Strong communication and interpersonal skills.
• Strong problem-solving skills.
• Personal resilience and the ability to work effectively under pressure.
• Commitment to the values and ethos of City Hospice.

• Experience working within the third sector, public sector, or a values-led organisation.
• Working knowledge of HR processes and basic employment legislation.
• Experience supporting health and safety administration or compliance activities.
• CIPD Level 3 (or working towards) or equivalent HR qualification.
• IOSH or entry-level health and safety qualification (or willingness to undertake training).
• Ability to speak Welsh.