Job Description
Role:
The People Administrator is a key member of the People and Culture Department, responsible for delivering efficient, accurate, and confidential administrative support throughout the employee lifecycle. Reporting to the People Manager, this role suits someone who is highly organised, people-centred, and comfortable handling sensitive information. Responsibilities include maintaining employee records, coordinating people processes, supporting managers, and participating in return-to-work discussions and probation review meetings for junior team members.
This position is based at our Glasgow Head Office and follows a Monday–Friday working pattern of 35 hours per week. Given the nature of the role, the successful candidate must demonstrate a strong understanding of confidentiality and will be required to sign a Non-Disclosure Agreement due to their access to employee records.
Main responsibilities:
1. People Administration
* Maintain accurate and up‑to‑date employee records, ensuring compliance with data protection legislation and internal policies.
* Prepare employment documentation, including contracts, letters, and onboarding materials.
* Support the administration of the full employee lifecycle, covering onboarding, contractual changes, and offboarding processes.
* Manage the People & Culture department inbox, responding to routine queries and escalating issues where appropriate.
2. Meetings and Employee Support
* Conduct return‑to‑work meetings in line with company policy, ensuring a supportive and consistent approach.
* Attend probation review meetings for junior team members, providing clear, accurate, and impartial note‑taking.
3. Record Keeping and Compliance
* Maintain absence, holiday, and sickness records, ensuring accuracy and timely reporting.
* Scan, file, and organise employee documents to maintain a well‑structured and compliant filing system.
* Ensure adherence to GDPR, confidentiality requirements, and all relevant company policies.
* Schedule probation reviews, appraisals, and return‑to‑work interviews.
* Develop and maintain efficient processes to ensure all employee files remain current and complete.
Specific skills, capabilities & requirements:
* Strong organisational skills with excellent attention to detail.
* Proficient in Microsoft 365 (Outlook, Teams, Word, Excel).
* Confident communicator with the ability to handle sensitive conversations professionally.
* Familiarity with HRIS or people management systems.
* High level of confidentiality and professionalism.
* Ability to take clear and accurate notes during meetings.
* Understanding of basic employment law and best practice.
* Excellent written and verbal communication skills.
* 1+ years in an HR Admin Assistant role or equivalent.
* 2+ years’ experience in an office-based role
Rewards and Perks:
* Group Life Insurance
* Employee Loan Scheme
* Pension Scheme, including salary sacrifice enhanced pension scheme.
* Annual Bonus Scheme
* Fully paid staff lunch once a month
* Hour back vouchers
* Extra 15 minutes for lunch when it's warm and sunny
* Complimentary birthday off
* Free breakfast roll and 12.30pm finish on Bank Holiday weekends
* In-house coffee machine
* Additional complimentary festive leave
* Hybrid working available after passing probation period
* Group challenges throughout the year with prizes up for grabs!
* Enhanced parental leave (maternity, paternity, adoption leave)
* Sick Pay
* Bereavement leave