Job Title: People and Culture Systems Administrator (with structured progression to Junior People and Culture Business Partner)
Salary: £20,053.50 (£25,066.88 WTE)
Working hours: 30 hours per week; Monday – Thursday (flexibility around working pattern)
Shape Your People and Culture Future with Willowbrook: Start as a People and Culture Systems Administrator, Grow into a Junior People and Culture Business Partner
Are you an organised and motivated individual with a passion for people and processes, looking to launch your strategic People and Culture career? We are not just offering a People and Culture systems administrator role; we are offering a clear, supported pathway to becoming a Junior People and Culture Business Partner.
Join our collaborative People and Culture team and you will start by mastering the operational essentials of the People and Culture function—from onboarding and employee data management, to supporting key employee relations activities. Over 24 months, you will receive dedicated mentorship, training, and exposure to higher-level, strategic initiatives, preparing you to step up and partner directly with business leaders to drive our people strategy.
This is a unique opportunity for a committed professional to gain a comprehensive understanding of People and Culture operations while building the business acumen, influencing, and coaching skills essential for a Junior People and Culture BP role. If you are ready to manage varied responsibilities and want to make a real impact on Willowbrook’s success and culture, this is the perfect stepping stone for your career.
Key Responsibilities
Employment Lifecycle
* Undertake all recruitment throughout the organisation including job advertisement, shortlisting, interviews and onboarding.
* Build relationships with recruiters, draft briefs, develop interview processes and set up interviews.
* Ensure recruitment & selection processes, methods and procedures are carried out to the highest standards.
* Standardise Willowbrook’s approach to onboarding, job descriptions and interview structures.
* Ensure all pre-employment checks are completed in advance of new colleagues joining – including DBS checks.
* Manage all offboarding issues - letters, reference requests, retirement arrangements, systems access etc.
* Create new starter onboarding packs, liaising with the relevant line manager.
* Liaise with the relevant line manager during new employees’ probationary period, ensuring all documentation is completed and recorded correctly.
* Ensure managers are compliant with their team appraisals and an accurate record is maintained.
* Review, and update Willowbrook’s Handbook to ensure value-add for colleagues.
* Support with recruitment for Board members and all Fit and Proper Persons Regulations.
Systems admin
* Manage, maintain and administer people platforms.
* Fulfil the role of a RA Agent, issuing smart cards and hospice ID.
Data and reporting
* Update and manage People and Culture databases, ensuring the accurate recording and maintenance of all data.
* Assist with the collation of statistical information required for any People and Culture reporting.
Benefits And Payroll
* Provide support to the Finance Department to ensure the effective management and compliance of Pensions Auto Enrolment.
* Work closely with the payroll team, ensuring accuracy and timeliness is taken when supplying information.
* Effectively administer and communicate benefits.
Supporting Colleagues
* Provide advice and guidance to members of staff in respect of human resource and employment issues.
* Ensure valid General Medical Council (GMC)/ Medical Defence certification and other registrations are in place for all necessary staff as part of our Practicing Privileges and procedures.
* Organise appraisal paperwork and collation of information for Trustees, ELT and SLT – including 360 feedback.
* Attend and minute quarterly People and Culture Trustee meetings and provide cover to other Trustee meetings in the absence of the PA to Clinical/Corporate Director.
* Support line managers with understanding people and culture processes, through knowledge sharing and training.
CQC compliance
* Ensure People and Culture administrative processes are created and maintained in line with CQC requirements.
* Complete quarterly People and Culture audits.
General Admin
* Ensure any employee documentation such as sick notes, return to works etc, is uploaded and monitored correctly.
* Monitor the HR email box, actioning any emails and answering any queries or concerns.
* Carry out any other general administration tasks for the People and Culture Team, such as sorting post, answering the telephone, devising documents and letters.
Miscellaneous
* Understand and comply with the policies and practices of the organisation.
* The post holder will observe the organisation’s No Smoking policy.
* You are required on an annual basis to attend and comply with the mandatory training requirements, plus any other training as deemed appropriate.
* Maintain confidentiality in respect of all information.
* Be an effective representative of Willowbrook Hospice and act at all times in a professional manner, promoting a positive company image.
* Undertake any other duties which commensurate with the post at the request of the HR Manager or other Willowbrook Hospice Manager.
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