Job Introduction
HR Administrator - Maternity Cover - 12- 14 months - Start date mid July.
The HR Administrator plays a key role in ensuring the smooth and effective delivery of all administrative processes across the HR function. This includes responsibility for maintaining accurate people data, ensuring compliance across employee lifecycle processes, and supporting the wider team with timely and proactive administration. The postholder must work confidently and independently, exercising sound judgement and delivering high-quality outputs.
Main Responsibility
People System (Zoho) maintenance and reporting
1. Maintain accurate and up-to-date employee records, including personal details, contractual terms, and non-contractual benefits
2. Regularly audit the HR system to ensure data integrity and full completion of records
3. Produce reports for the HR team and wider business functions as required
4. Act as first point of contact for any issues relating to the HR system; liaise with IT and ensure clear communication to users
Personal files in Teams
5. Maintain and file personnel records under the correct service, department, and manager aligned with GDPR and confidentiality
6. Set up and maintain support function files in line with the organisational structure, and GDPR
HR queries and inbox management
7. Monitor and manage the HR inbox, ensuring queries are appropriately responded to or redirected within the agreed timeframes
8. Signpost employees to the relevant HR pages on ERNIE/people policy or guidance, maintaining consistency in responses
9. Ensure timely and professional handling of sensitive or complex queries, escalating as appropriate
Employee compliance
10. Process and record Right to Work documentation, including share codes in line with agreed processes.
11. Ensure all relevant roles have follow-up DBS checks processed at the appropriate level in line with their function (e.g. support functions, Executive, Operations Managers, Expert Partners, and Regional Administrators)
12. Ensure appropriate trackers and logs are in place for audit purposes
General HR Administration
13. Be the first point of contact for general telephone calls within the department and ensure appropriate fielding of these
14. Issue contracts of employment ahead of start dates and ensure signed returns are received within the first week
15. Ensure annual leave is correctly updated
16. Process employee changes such as contract variations, department transfers, or line manager changes and ensure these are reflected fully in all electronic records
17. Manage the HR team calendar for key milestones such as fixed-term contract end dates and liaise with the HR Business Partner
18. Ensure Westfield Health documentation is issued and returned in line with process, updating records accordingly
19. Ensure all relevant employees receive Death in Service nomination forms and maintain a clear tracker of returns
Working style and expectations
20. Demonstrate independence and initiative in delivering work without reliance on task-by-task instruction
21. Exercise sound judgement when prioritising tasks or interpreting role responsibilities
22. Produce accurate, complete work that can be confidently submitted without the need for follow-up or rework
23. Show confidence in output and take ownership of responsibilities from start to finish
24. Operate with a high level of attention to detail while managing tasks at pace
Additional Information
This job description outlines the core responsibilities of the HR Administrator role. It is not an exhaustive list, and the postholder may be required to carry out other duties reasonably requested by their manager or the HR team. Responsibilities will be reviewed regularly to ensure they reflect the evolving needs of the department and organisation.
The Ideal Candidate
25. Excellent attention to detail
26. Proactive and organised, able to work independently
27. Strong written and verbal communication skills
28. Able to manage competing priorities in a fast-paced environment
29. Confident in using judgement and applying initiative to work tasks
30. Customer-focused approach with a high standard of professionalism
31. Comfortable with systems and data management
About the Company
Eden Futures is about enabling people to live fulfilling lives in whatever circumstances people choose. We support people to be as independent as possible to achieve what they want to with their lives.
Our overall aim as an organisation is to provide a high-quality service that empowers Service Users to lead normal lives, and to be the provider of choice.
We are proud to have the Advanced (Gold) Investors in People (IIP) standard, which put us in the top 2% of organisations internationally that are part of IIP!