Office & HR Admin in Edinburgh

About us

We’re Dayshape, an award-winning software scale-up with big ambitions and the momentum to match. Trusted by Big Four and many other top professional services firms globally, our AI-powered resource management platform is helping organisations to achieve extraordinary results. At Dayshape, our purpose is to improve people's working lives, and our culture is an important driving force in helping us to do just that. We're a friendly, inclusive, and ambitious team—driven by our values and a shared commitment to success. If you’re ready to join a fast-growing, high-impact company that’s reimagining resource management, then let’s talk.

About the role

We are seeking a highly organised and proactive Office & HR Administrator to support the smooth running of our office operations and HR processes. This role would be a great early career role for somebody who is interested in HR and business operations to gain experience across a wide range of tasks. We’re much more interested in your approach, mindset, and potential than ticking every box of experience; if you’re organised, welcoming, proactive, and love bringing structure and improvements to how things are done, we’d love to hear from you.

What you’ll do

• Handle day-to-day office operations, including supplies, equipment, and facilities.
• Ensure meeting room and desk tech readiness and report any issues to the IT & Cybersecurity Manager.
• Triaging requests and suggestions from the office feedback form.
• Act as the first point of contact for office-related queries and the main doorbell assistance (greeting visitors and receiving deliveries).
• Provide team support such as coordinating meeting rooms, travel arrangements, and catering such as the office Monday lunch, and board meetings.
• Provide administrative support for company and team events.
• Maintain accurate records and filing systems (digital and physical).
• Support the talent acquisition process and recruitment admin, by helping posting job adverts, scheduling interviews, and liaising with candidates.
• Help to maintain our applicant tracking system (Workable) and recruitment documentation.
• Assist TA team and hiring managers with interview coordination and collecting feedback.
• Ensure compliance with recruitment policies and GDPR requirements.
• Prepare and issue offer letters and associated paperwork, contracts, and onboarding packs.
• Coordinate pre-employment checks (right-to-work, references, etc.).
• Set up new starters on HR and benefit systems and ensure smooth induction.
• Coordinate timely kit delivery for new starters with IT & Security Manager.
• Organise welcome sessions and provide first-day support for new starters based in Edinburgh.
• Process resignations and prepare exit documentation.
• Coordinate exit interviews and collect feedback.
• Ensure timely removal of access rights and return of company property by liaising with the IT & Security Manager.
• Update HR systems and maintain accurate leaver records.
• Process job changes and other employee lifecycle-related administration tasks (letters, updating HRIS and payroll) as required.
• Keeping Confluence up to date and accurate (policies, benefit information, processes, FAQs etc.).
• Acting as a first line for People-related enquiries, such as working abroad requests and HRIS-related questions, escalating as required.

Requirements

About you

We are open to candidates who do not have direct HR or office experience but can demonstrate strong transferable skills.

Essential requirements:

• Some experience in an administrative, customer-facing, or team support environment (e.g. retail, hospitality, internships, university societies, or office roles).
• Exposure to administrative tasks such as scheduling, organising events, or handling records.
• Experience managing multiple tasks, deadlines, or responsibilities.
• High attention to detail, particularly when handling information, documents, or data.
• Naturally tidy, systems-minded, and structured in how you approach work (e.g. lists, trackers, documenting information).
• Quick to pick up new tools, systems, and ways of working; willing to learn new systems (e.g. HR software, applicant tracking systems).
• Interested in improving efficiency through templates, technology, building processes, tools, and automation; open to trying new approaches and proactively finding new solutions to improve the ways we work.
• Dependable and takes ownership of tasks and follows through to completion.
• Takes pride in contributing to a positive office environment; friendly, approachable, and confident engaging with a range of people.
• Takes accountability for accuracy and quality; open to feedback and actively looks to improve and build your skills to build a career in this area.
• Willing to step in and help where needed to keep things running smoothly.

Desirable

• Previous experience in office administration and HR support roles.
• Awareness of HR processes (e.g. recruitment, onboarding) through study or experience.

Benefits

What you’ll get

• Salary c. £28,000
• At least £1,000 per year to spend on professional and personal development
• 33 days' holiday per year (including bank holidays), increasing by 1 day each year to a maximum of 40 days
• Paid four-week sabbatical in your fifth anniversary year on top of your holiday entitlement
• Enhanced family leave policies
• Private medical insurance
• Income protection and death in service cover
• Matched 5% auto-enrolment workplace pension scheme
• Access to wellbeing offerings, such as our Employee Assistance Programme and a dedicated counselling service
• Volunteering time – up to 20 hours a year to participate in volunteer work
• Regular All Hands meeting for inspiration and over-communication
• Time out of the working week for team socials each month, with a mix of in-person and virtual options: past events include hiking, family BBQs, board games and at-home cocktail classes!
• Genuinely nice, smart people to work with, who are excited about growing our company

Working Details

This is a full-time role (37.5 hours per week). We typically work from 09:00 - 17:30 from Monday to Friday, though we’re happy to be flexible around this. If you’d like a flexible working arrangement, please just let us know in your application. Due to the nature of this role, we’re looking for someone in/around Edinburgh, able to work in our Haymarket office most days.

Join the team!

Equality of opportunity is more than just a responsibility: we believe it’s a huge advantage to welcome a variety of experiences and perspectives into the team. Diversity is a great asset and, as such, we strongly encourage applications from any background. This is your opportunity to really influence how we get things done and to provide excellent support for our busy people team. We're doing well, but there's lots more to do to maintain the high bar and pace that we've set. Everyone here is growing personally as the company grows, so if that sounds like something you’d like to be part of, we’d love to see your application.

Please note, we cannot provide visa sponsorship for this role.