Job Title - HR Administrator (Apprentice Lvl 3)

Reporting To - HIR Manager 

Role Purpose:

The HR Administrator plays a key role in supporting the HR function through efficient administration of HR processes, maintaining employee records, and ensuring compliance with company policies. This role provides essential support to the HR team and acts as a secondary resource to our Infrastructure Resources team. This is an excellent opportunity for a junior HR professional looking to grow their skills, knowledge, and experience in a dynamic HR environment.

Key Responsibilities:

Employee Lifecycle Management

• Administer onboarding and offboarding processes, ensuring a smooth experience for employees.
• Process internal changes, including flexible working and contract requests.
• Maintain accurate and up-to-date records for employee movements.

Inbox & Inquiry System Management

• Manage the HR inbox and inquiry system in collaboration with the HR Coordinator.
• Ensure timely responses and resolution of HR-related queries, escalating where appropriate.

Right to Work & Security Checks

• Conduct and track BPSS screening, DBS renewals, and work visa compliance.
• Ensure all necessary right-to-work documentation is collected and recorded correctly.

HR Administration

• Maintain and update employee records with accurate & consistent data entry.
• Conduct periodic reviews to ensure compliance and completeness.
• Administer employee benefit programs such as eyetest vouchers.
• Undertake ad hoc HR administration projects, including right-to-work audits and pending document follow-ups.
• Assist with policy documentation and updates as required.

Support HRIS Management

• Support HR Coordinator with:
  • System development, process improvements & end-user training.
  • Managing HRIS tasks, such as contract change requests, EPR and flexible working applications.
  • Ensuring timely completion of assigned HRIS-related tasks.
  • Monthly HRIS audits to identify and remove outdated personnel data.
• Ensure compliance with GDPR regulations and company data policies.
• Support management of Moodle site including generation of monthly L&D reports to track training completion.

Secondary Responsibilities – Infrastructure Resources Support

• During peak/leave periods provide cover and assistance for the HIR Coordinator in hospitality, reception, and purchasing duties as needed.

Knowledge, Skills & Experience

• Some experience in HR administration or a related role.
• Strong organizational and multitasking skills with a keen attention to detail.
• Strong communication and teamwork skills.
• Ability to handle sensitive information with confidentiality and discretion.
• Basic knowledge of HR regulations, compliance, and legal requirements (e.g., right to work, employee rights).
• Willingness to take on additional responsibilities and support wider team functions.
• Familiarity with HRIS and other relevant software applications.
• Experience with Microsoft Office & Microsoft Teams (Outlook, Excel, and Word)

This job description is intended to convey information essential to understanding the scope of the HR Administrator Role and is not an exhaustive list of skills, efforts, duties, or responsibilities associated with it.

Apprenticeship listed with Colchester Institute

5 Days a Week - 8am to 4:30pm (1 Hour Lunch)

Salary based on Government Apprentice Rates

1 day per month classroom attendance required at Colchester Institute to complete apprenticeship work.

Apprenticeship length - 18 months with opportunity for permanent HR position on successful completion

Benefits include

• Enhanced family leave and company sick pay
• 30 days of holiday, including bank holidays, with additional days accrued based on length of service up to a total of 34 days
• An employee assistance platform, including access to a virtual GP service and specialist consultations
• A subsidised on-site canteen offering a variety of meals, snacks, and drinks
• A range of employee events to build community and celebrate our successes
• Comprehensive internal and external training opportunities to help you grow your career
• Free on-site parking, available five days a week