HR Assistant in Richmond

3 months contract with a Local Authority.

Job Purpose

To provide a high-quality recruitment and HR administration service that delivers an excellent customer experience to managers, employees, candidates, agencies, and colleagues. The post holder will be responsible for supporting end-to-end recruitment activities, onboarding processes, compliance checks, and general HR administration, ensuring all processes are completed accurately, efficiently, and in line with organisational policies, procedures, and employment legislation. The role acts as the first point of contact for recruitment-related enquiries and provides first-line advice and guidance to managers, employees, and external candidates. The post holder will support the delivery of effective recruitment, onboarding, maintenance of employee records, and HR transactional services across the organisation.

Key Responsibilities

• Recruitment Administration
  • Coordinate end-to-end recruitment administration for permanent, temporary, and agency vacancies.
  • Review and quality assure job descriptions, person specifications, and recruitment advertisements.
  • Publish vacancies across recruitment platforms and manage associated recruitment systems.
  • Liaise with recruiting managers, candidates, and agencies throughout the recruitment process.
  • Screen applications and CVs in accordance with agreed recruitment procedures.
  • Arrange interviews and assessment activities, including issuing invitations and managing candidate communications.
  • Support the appointment process by issuing offer documentation and onboarding information.
  • Work closely with the organisation's neutral vendor agency management system to coordinate agency recruitment activities.
  • Maintain recruitment records and ensure compliance with safer recruitment requirements.
• Onboarding and Compliance
  • Process pre-employment checks including references, right-to-work verification, qualifications, and employment history checks.
  • Coordinate Disclosure and Barring Service (DBS) applications and renewals.
  • Conduct identity checks and ensure all compliance documentation is complete prior to employment commencement.
  • Set up new starters on HR and recruitment systems.
  • Ensure onboarding activities are completed within agreed timescales and service standards.
• HR Administration
  • Provide administrative support across a range of HR activities including contract amendments, probation reviews, absence management, and leaver processes.
  • Maintain accurate employee records and ensure all HR documentation is appropriately stored and managed.
  • Input and update employee data accurately within HR and payroll systems.
  • Support the administration of employment changes and organisational restructures where required.
  • Assist with general HR enquiries and provide guidance on policies, procedures, and processes.
• Customer Service and Advice
  • Act as the first point of contact for recruitment and HR-related enquiries received via telephone, email, and correspondence.
  • Provide accurate first-line advice and guidance to managers, employees, candidates, and external stakeholders.
  • Escalate complex or sensitive matters to the appropriate HR colleague or manager.
  • Deliver a professional, timely, and customer-focused service at all times.
  • Signpost managers and employees to policies, procedures, and guidance available through the organisation's intranet.
• Systems, Data and Reporting
  • Use HR and recruitment systems effectively to access, process, and maintain accurate data.
  • Ensure confidentiality and compliance with data protection requirements.
  • Perform data validation checks and resolve discrepancies promptly.
  • Support the production and monitoring of recruitment, vacancy, and workforce reports.
  • Assist with the preparation of recruitment and HR metrics for Senior Leadership Teams and management reporting.
  • Contribute to the continuous improvement of HR and recruitment systems and processes.
• Team Working
  • Work collaboratively with colleagues across the People Service, including Learning and Development, Employee Experience and Development, and wider HR teams.
  • Build positive working relationships with recruiting managers and key stakeholders.
  • Provide support during periods of increased workload or temporary absence across the team.
  • Contribute to a culture of continuous improvement and service excellence.
  • Participate in training and development activities as required.
• Decision Making
  • Make informed decisions relating to routine recruitment and HR enquiries within established procedures.
  • Exercise judgement when determining whether matters can be resolved independently or require escalation.
  • Ensure actions taken are compliant with organisational policies and procedures.
  • Recognise circumstances where decisions may have wider organisational implications and seek appropriate advice.

Relationships and Contacts

The post holder will maintain effective working relationships with:

• Recruitment and Compliance Manager
• People and Payroll Team colleagues
• Employee Experience and Development Team
• Learning and Development Team
• Employees and workers
• Candidates and applicants
• Recruitment agencies and neutral vendor providers
• External compliance and screening providers

Experience

• Experience of working within a recruitment, HR, payroll, or administrative environment.
• Experience providing high-quality customer service to a range of stakeholders.
• Experience managing multiple tasks and priorities within agreed deadlines.
• Experience using HR, recruitment, payroll, or database systems.
• Experience handling confidential and sensitive information.
• Experience maintaining accurate records and processing data.
• Experience supporting end-to-end recruitment processes.
• Experience working within local government, public sector, or children's services.
• Experience administering pre-employment checks and DBS processes.
• Experience producing recruitment or HR reports and metrics.

Qualifications

• Educated to GCSE level (or equivalent) including English and Mathematics.
• Evidence of continuous professional development relevant to HR, recruitment, or administration.
• CIPD Level 3 qualification or working towards a CIPD qualification.
• Recruitment or HR administration certification.
• Business Administration qualification or equivalent.

Knowledge and Skills

• Excellent verbal and written communication skills.
• Strong organisational and administrative skills.
• High level of accuracy and attention to detail.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Ability to learn and use HR and recruitment systems effectively.
• Understanding of confidentiality, GDPR, and data protection requirements.
• Knowledge of recruitment and employment legislation.
• Understanding of safer recruitment principles and compliance requirements.
• Knowledge of HR policies and procedures.

Additional Information

• Work Pattern: Hybrid – office days typically Wednesday and Friday.
• We operate on a bi-weekly payment schedule.
• Closing date: Soon – early applications are encouraged.