We are seeking to hire an HR Administrator to join our HR Team and play a vital part in human resources initiatives!
* Based: YMCA Brighton Central Services, Brighton, East Sussex.
* Salary: £28,400.00 per annum
* Hours: 40 hours per week; Monday - Friday with a one-hour paid lunch break
* Annual Leave: 25 days plus Bank Holidays
The HR Administrator provides essential administrative and compliance support across the employee lifecycle. The role is responsible for maintaining accurate HR records, ensuring UK Right to Work compliance, processing HR documentation, and supporting managers in line with UK employment legislation, GDPR, and ACAS guidance.
Key Responsibilities
1. HR Administration & Compliance
Maintain accurate employee records in line with UK GDPR and Data Protection Act 2018 requirements.
Carry out Right to Work checks in accordance with Home Office guidance, ensuring compliant document retention.
Prepare HR documentation, including contract letters, variations, probation confirmations, and formal correspondence.
Support the onboarding process by ensuring all mandatory documentation and checks are completed.
Support offboarding processes including exit interviews, preparing leaver documentation, system updates, and file archiving.
2. Recruitment & Selection Support
Assist with advertising vacancies internally and externally across UK job boards and recruitment platforms.
Assist with shortlisting and scheduling interviews.
Communicate professionally with candidates, ensuring an inclusive and legally compliant recruitment process.
Prepare interview packs and maintain recruitment trackers in line with GDPR retention rules.
3. Payroll & Benefits Administration
Process monthly changes for payroll (new starters, leavers, contractual changes, absences).
Assist employees with benefits, pension enquiries, and general compensation admin.
Support employees with payroll queries and escalate when required.
4. Employee Relations Support
Assist with employee relations processes, ensuring confidentiality and compliance with ACAS Code of Practice.
Attend meetings to take accurate and impartial notes (investigations, disciplinaries, grievances).
Save and manage ER documentation according to GDPR and document retention schedules.
Track probation periods, sickness triggers, and fixed-term contract end dates/ Term contract end dates.
Support managers with routine HR policy queries.
5. Absence & Leave Management
Maintain sickness records and support managers in line with the company’s absence management policy.
Support statutory leave administration, including maternity, paternity, shared parental leave, and unpaid parental leave.
Ensure accurate recording of annual leave entitlement in line with UK Working Time Regulations.
6. HR Reporting & Systems
Maintain HR systems and databases to ensure data accuracy.
Produce routine HR metrics such as absence reports, turnover data, and recruitment statistics.
Support HR audits and internal compliance reviews.
7. General HR Support
Respond to employee and manager enquiries, providing guidance aligned to company policies and ACAS best practice.
Support HR-led initiatives such as wellbeing activities, training coordination/attendance & quality monitoring, and employee engagement events.
Lead initiatives such as wellbeing activities, training coordination, and employee engagement events.
Assist with policy updates and ensure HR procedures are implemented consistently.
HR Administrator – Person Specification
Qualifications
Essential
Evidence of ongoing professional development.
Desirable
CIPD Level 3 Foundation Certificate in People Practice (or working towards it).
Training in GDPR, Right to Work, or payroll/HRIS systems.
Experience
Essential
Experience in an administrative or coordination role.
Handling confidential information with professionalism.
Using databases or HR/people systems to maintain accurate records.
Managing a varied workload and meeting deadlines.
Desirable
Previous experience in an HR support, HR assistant, or office administration role.
Experience conducting or supporting Right to Work checks.
Supporting recruitment processes (advertising roles, interview scheduling).
Exposure to payroll administration (starters, leavers, changes).
Note-taking in meetings (e.g., ER or formal HR meetings).
Knowledge
Essential
Basic understanding of HR processes (recruitment, onboarding, absence management, data management).
Awareness of GDPR and confidentiality requirements within HR.
Working knowledge of Microsoft Office (Word, Excel, Outlook).
Desirable
Understanding of UK employment law fundamentals.
Awareness of ACAS best practice guidance.
Familiarity with statutory leave types (maternity, paternity, SSP, SPL).
Knowledge of HRIS or payroll systems.
Skills & Competencies
Essential
Excellent organisational and administrative skills.
Strong attention to detail and accuracy with data entry.
Clear and professional written and verbal communication.
Ability to prioritise and manage competing tasks.
Ability to build positive working relationships with staff at all levels.
Problem solving skills and a proactive approach.
Desirable
Ability to produce basic HR reports or metrics.
Confident in improving processes and suggesting efficiencies.
Personal Attributes
Essential
High level of integrity and discretion when handling sensitive HR information.
People focused, with a helpful and approachable manner.
Reliable, punctual, and committed to high standards of service.
Adaptable and able to remain calm under pressure.
Willingness to learn and develop within the HR profession.
Additional Requirements
Desirable
Willingness to support occasional events, training sessions, or recruitment days.
Flexibility to adapt to changes in HR processes, legislation, or systems.
If you think this is for you, we would love to hear from you - by clicking on the Apply button by the closing date: Midday Thursday, 5th March 2026.
Interviews will be held within 14 days of the closing date.
We sincerely appreciate your interest in this opportunity. However, only those selected for an interview will be contacted.
Employment with YMCA Brighton is conditional on a satisfactory Enhanced Disclosure and Barring Service (DBS) check, a minimum of 2 satisfactory references and proof of eligibility to work in the UK.
We are an equal opportunities employer who constantly strive to be representative of the communities we serve. We value the unique perspectives and talents that people bring from a variety of cultural backgrounds and experiences, and we recognise the added value that diversity continually brings to the organisation.
Job Types: Full-time, Permanent
Pay: £28,400.00 per year
Work Location: In person