People and Systems Administrator
Salary: Up to £30,000 per annum
Location: Swindon
Contract type: Full-time, Permanent
The role is responsible for maintaining accurate people data, systems and records, coordinating core people administration processes, and ensuring a high standard of operational organisation and compliance across the employee lifecycle.
Role Responsibilities
People Administration & Systems
* Maintain accurate employee records across HR systems, SharePoint files and manual records where required.
* Ensure employee lifecycle documentation (offers, changes, benefits, pension, leavers and contractual updates) is processed, stored and maintained accurately and in accordance with data protection requirements.
* Maintain document control for people records ensuring version control and appropriate retention in line with data protection requirements.
* Monitor and maintain the accuracy of people data within HR systems.
* Support payroll administration processes by preparing and submitting relevant data in line with payroll deadlines.
* Provide confidential note-taking support in formal meetings where required.
Recruitment, Onboarding & Induction
* Manage the shared careers inbox and external job board ensuring queries are acknowledged and responded to within agreed service standards.
* Coordinate recruitment administration including interview scheduling and candidate communication.
* Liaise with candidates, recruitment agencies and hiring managers to support recruitment coordination activity.
* Support the preparation and issue of offer documentation and pre-employment checks including references and right to work verification.
* Coordinate onboarding and induction activity to ensure new starters have a well organised introduction to the organisation.
* Maintain recruitment records and trackers.
HR Inbox & Service Delivery
* Manage the shared inbox ensuring queries are acknowledged and responded to within agreed service standards.
* Provide first line responses to routine queries from managers and employees.
* Escalate more complex enquiries to the appropriate member of the team.
* Monitor inbox activity to ensure queries are appropriately prioritised and allocated.
* Maintain highest standards of stakeholder communication and support.
People Data, Reporting & Analytics
* Maintain people data and produce reports to support workforce monitoring and decision making.
* Work closely with colleagues to support the preparation of HR metrics and dashboards for the Head of People & Culture.
* Present people data in clear and appropriate formats to support organisational insight and planning.
Compliance & Governance
* Ensure compliance with people administration processes including:
* Right to Work checks
* Reference checks
* Data protection requirements
* Employee file, document retention and data protection compliance
* Maintain the library of HR document templates, job descriptions and standard documentation ensuring materials remain current and accessible.
* Monitor sickness absence administration and highlight trigger points for management review.
* Maintain accurate documentation to support organisational compliance and audit requirements.
Training & Internal Communications
* Coordinate training activities including scheduling sessions, managing bookings and maintaining training records.
* Support internal communications relating to people initiatives, policy updates and organisational announcements.
* Update internal intranet and internal AV screens on people related communications.
* Liaise with internal stakeholders and external partners including recruitment agencies, benefits providers and pension advisers.
Process & Operational Support
* Support development of and follow established HR processes and Standard Operating Procedures (SOPs).
* Support the maintenance and continuous improvement of people administration processes.
* Ensure consistent and organised management of documentation and operational processes across the people function.
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