HR Administrator - Maternity Cover in Long Bennington

The HR Administrator plays a key role in ensuring the smooth and effective delivery of all administrative processes across the HR function. This includes responsibility for maintaining accurate people data, ensuring compliance across employee lifecycle processes, and supporting the wider team with timely and proactive administration. The postholder must work confidently and independently, exercising sound judgement and delivering high-quality outputs.

Main Responsibilities

• People System (Zoho) maintenance and reporting: Maintain accurate and up-to-date employee records, including personal details, contractual terms, and non-contractual benefits. Regularly audit the HR system to ensure data integrity and full completion of records. Produce reports for the HR team and wider business functions as required. Act as first point of contact for any issues relating to the HR system; liaise with IT and ensure clear communication to users.
• Personal files in Teams: Maintain and file personnel records under the correct service, department, and manager aligned with GDPR and confidentiality. Set up and maintain support function files in line with the organisational structure, and GDPR.
• HR queries and inbox management: Monitor and manage the HR inbox, ensuring queries are appropriately responded to or redirected within the agreed timeframes. Signpost employees to the relevant HR pages on ERNIE/people policy or guidance, maintaining consistency in responses. Ensure timely and professional handling of sensitive or complex queries, escalating as appropriate.
• Employee compliance: Process and record Right to Work documentation, including share codes in line with agreed processes. Ensure all relevant roles have follow‑up DBS checks processed at the appropriate level in line with their function. Ensure appropriate trackers and logs are in place for audit purposes.
• General HR Administration: Be the first point of contact for general telephone calls within the department and ensure appropriate fielding of these. Issue contracts of employment ahead of start dates and ensure signed returns are received within the first week. Ensure annual leave is correctly updated. Process employee changes such as contract variations, department transfers, or line manager changes and ensure these are reflected fully in all electronic records. Manage the HR team calendar for key milestones such as fixed‑term contract end dates and liaise with the HR Business Partner. Ensure Westfield Health documentation is issued and returned in line with process, updating records accordingly. Ensure all relevant employees receive Death in Service nomination forms and maintain a clear tracker of returns.

Working style and expectations: Demonstrate independence and initiative in delivering work without reliance on task‑by‑task instruction. Exercise sound judgement when prioritising tasks or interpreting role responsibilities. Produce accurate, complete work that can be confidently submitted without the need for follow‑up or rework. Show confidence in output and take ownership of responsibilities from start to finish. Operate with a high level of attention to detail while managing tasks at pace.

Additional Information: This job description outlines the core responsibilities of the HR Administrator role. It is not an exhaustive list, and the postholder may be required to carry out other duties reasonably requested by their manager or the HR team. Responsibilities will be reviewed regularly to ensure they reflect the evolving needs of the department and organisation.

The Ideal Candidate: Excellent attention to detail. Proactive and organised, able to work independently. Strong written and verbal communication skills. Able to manage competing priorities in a fast‑paced environment. Confident in using judgement and applying initiative to work tasks. Customer‑focused approach with a high standard of professionalism. Comfortable with systems and data management.