Employment Service Administrator

Coventry City Centre Based onsite Full-time Monday-Friday 8.30am-17.00pm (1 hour lunch) 11.44-13.09 per hour (depending on experience) Temp until 31st July 2025 We are currently supporting Coventry University to recruit for an Employment Service Administrator The Employment Services Team is responsible for delivering a comprehensive and seamless service across the employment lifecycle, post onboarding, for both UK and international operations. The team provides support through various channels, including telephone, email, and face-to-face interactions, using an effective ticket logging and HR information system. This service includes data entry into an electronic database, confirming contractual entitlements, issuance of formal documentation and letters and ensuring the accurate recording of personal and employment information In line with legislative requirements (e.g. GDPR), Group policies, procedures and standards. Main Duties and Responsibilities Service Delivery and Initial Query Handling: * Deliver a seamless service to managers and employees across the Group by handling routine employment queries and administrative tasks. * Act as the first point of contact for incoming queries via phone, email, or in person, ensuring all interactions are logged and tracked. * For more complex or non-routine queries, you will refer these to the Employment Services Senior Administrator for resolution, ensuring timely and accurate escalations. Customer Focus: * Prioritise routine workloads to meet all legal and organisational deadlines whilst maintaining a customer-first mindset. * You will handle straightforward issues independently and escalate more complex situations to the Senior Administrator, ensuring a "right first time" approach in addressing initial inquiries. Process Adherence: * Follow established HR processes and procedures to deliver transactional HR services, including day to-day employment administrative tasks. Where more complex scenarios arise, ensure timely referrals to the Senior Administrator, who will support as required. Employment Administrative Services: * Provide a range of employment administration services from day 1 of employment, ensuring the correct procedures, process and documentation are used and aligned to the correct employer and employee group. Activities include variations to contracts, re-engagement of transient workers, processing leavers, annual leave queries, all staff letters and references. * Provide support to People Partners, People Advisors, Subject Specialists and Senior colleagues by answering queries and providing necessary information. Data Management: * Input and maintain employee data in the HR systems accurately, ensuring the quality of information for downstream processes. * You will manage routine data cleansing and updates, deferring more intricate data management tasks to the Senior Administrator role when needed. Collaboration with Senior Administrators with Internal Teams: * Work closely with the Employment Services Senior Administrator, referring non-standard or more challenging queries that require deeper expertise. * You will collaborate with them to ensure the seamless delivery of HR services, assisting in routine tasks while escalating more complex matters as needed. * Work collaboratively across COE and partnering teams to ensure seamless customer service experience for all Policy Compliance and Best Practice: * Adhere to Group policies, best practices, and employment legislation in all administrative duties. * For complex compliance issues or policy-related questions, you will seek guidance from the Senior Administrator role to ensure accurate application and adherence to legal requirements Issue Escalation: * Act as the first point of contact for transactional HR queries. * For cases that require higher-level problem-solving or decision-making, escalate to the Senior Administrator role following established procedures. Your role is critical in ensuring the appropriate transfer of information for efficient resolution. Legislation and Best Practice Adherence: * Ensure all work complies with applicable employment legislation, HR best practice, Group policies, procedures and standards and Group Health and Safety guidelines * Confidentiality and Data Protection: Maintain confidentiality and adhere to current Group policy, procedures and standards regarding Data Protection. * Documentation Management: Maintain accurate information databases, file documentation into personnel files and following file archiving processes in place