HR Administrator (Apprentice Lvl 3)

Job Title - HR Administrator (Apprentice Lvl 3)

Reporting To - HIR Manager

Role Purpose

The HR Administrator plays a key role in supporting the HR function through efficient administration of HR processes, maintaining employee records, and ensuring compliance with company policies. This role provides essential support to the HR team and acts as a secondary resource to our Infrastructure Resources team. This is an excellent opportunity for a junior HR professional looking to grow their skills, knowledge, and experience in a dynamic HR environment.

Key Responsibilities

Employee Lifecycle Management

• Administer onboarding and offboarding processes, ensuring a smooth experience for employees.
• Process internal changes, including flexible working and contract requests.
• Maintain accurate and up-to-date records for employee movements.

Inbox & Inquiry System Management

• Manage the HR inbox and inquiry system in collaboration with the HR Coordinator.
• Ensure timely responses and resolution of HR-related queries, escalating where appropriate.

Right to Work & Security Checks

• Conduct and track BPSS screening, DBS renewals, and work visa compliance.
• Ensure all necessary right-to-work documentation is collected and recorded correctly.

HR Administration

• Maintain and update employee records with accurate & consistent data entry.
• Conduct periodic reviews to ensure compliance and completeness.
• Administer employee benefit programs such as eyetest vouchers.
• Undertake ad hoc HR administration projects, including right-to-work audits and pending document follow-ups.
• Assist with policy documentation and updates as required.

Support HRIS Management

• Support HR Coordinator with:
• System development, process improvements & end-user training.
• Managing HRIS tasks, such as contract change requests, EPR and flexible working applications.
• Ensuring timely completion of assigned HRIS-related tasks.
• Monthly HRIS audits to identify and remove outdated personnel data.
• Ensure compliance with GDPR regulations and company data policies.
• Support management of Moodle site including generation of monthly L&D reports to track training completion.

Secondary Responsibilities – Infrastructure Resources Support

• During peak/leave periods provide cover and assistance for the HIR Coordinator in hospitality, reception, and purchasing duties as needed.

Knowledge, Skills & Experience

• Some experience in HR administration or a related role.
• Strong organizational and multitasking skills with a keen attention to detail.
• Strong communication and teamwork skills.
• Ability to handle sensitive information with confidentiality and discretion.
• Basic knowledge of HR regulations, compliance, and legal requirements (e.g., right to work, employee rights).
• Willingness to take on additional responsibilities and support wider team functions.
• Familiarity with HRIS and other relevant software applications.
• Experience with Microsoft Office & Microsoft Teams (Outlook, Excel, and Word)

This job description is intended to convey information essential to understanding the scope of the HR Administrator Role and is not an exhaustive list of skills, efforts, duties, or responsibilities associated with it.

Winning Together Competencies - Our Values and Principles

We win by:

• Putting customers first: we work hard to get to know our customers, understand their needs and out them at the heart of everything we do. This lets us use our skills and experience to help them in the right way at the right time.
• Keeping promises: we’re straightforward, open and honest in all of or dealings. We’re pragmatic and do our very best to keep our promises. When that’s difficult, we help our customers find other ways to solve their problems.

We do it together by:

• Understanding people matter: we’re committed to being diverse and inclusive. We build supportive, rewarding relationships and celebrate success. We’re proud of the people we work with, and we treat people as we expect them to treat us.
• Considering the long term: we’re building a sustainable and efficient business for the long term. This leads our decisions and actions and helps people trust us.