HR Assistant

We are seeking a proactive, highly organised, and detail driven HR Assistant to join our HR team based in Birchwood. This role provides essential administrative support across the HR function and plays a key part in maintaining accurate records, robust audit trails, and consistent HR processes.

 

The HR Assistant will support HR Advisors, Senior HR Advisors, the Senior ER Specialist, HR Project Lead, HR Onboarding Specialist, and HR Manager, acting as a central point of coordination for HR administration. The role also offers structured exposure to entry level advisory queries, supported by an HR Advisor, making it a strong development opportunity within a fast paced HR environment.

HR Administration, Trackers & Audit Trails

• Maintain accurate and up to date employee records across HR systems and shared drives.
• Create, update, and maintain HR trackers to support audit trails, reporting, and compliance requirements.
• Ensure documentation is complete, consistent, and stored in line with GDPR and internal retention standards.
• Liaise with managers in head office and the field to ensure required paperwork and letters are created, issued, and returned in a timely manner.

 

Onboarding & Offboarding Support

• Provide administrative support throughout the onboarding process, including issuing contracts and offer letters, collecting references, and preparing new starter documentation.
• Coordinate induction arrangements and ensure all pre-employment checks are completed.
• Support offboarding activity, including processing leaver documentation and coordinating exit interviews where required.

 

Right to Work Compliance

• Conduct right to work checks for head office employees, ensuring compliance with UK legislation and company standards.
• Carry out spot checks on right to work documentation collected in the field, identifying gaps or discrepancies and escalating appropriately.
• Maintain accurate right to work trackers and support internal and external audit activity.
• Conduct spot checks on new starter’s right to work documentation on the retail estate.
• Follow assigned reminder process for managing employees who may have right to work that is expiring in the near future.

 

Employee Queries & Phone Support

• Act as a first point of contact for incoming HR phone calls and general queries.
• Respond to routine administrative and policy-based queries, escalating more complex matters to Advisors or Senior team members when required.
• Log and track queries to ensure appropriate follow-up and resolution.

 

Reference Requests & Benefits Administration

• Complete employment reference requests accurately and within agreed timescales.
• Administer HR-managed benefits, including issuing eye care vouchers, ensuring accurate records are maintained.

 

Advisor & Casework Support

• Provide administrative support to Advisors and Senior team members, including preparation of letters, documentation, and correspondence.
• Take notes and minutes during HR meetings, hearings, and discussions, maintaining clear records and action logs.
• Support entry-level advisory queries under the guidance of an HR Advisor, developing confidence and capability over time.

 

Payroll & Absence Administration

• Liaise with Payroll to provide accurate information relating to starters, leavers, contractual changes, and data queries.
• Monitor and record sickness absence, holidays, and other leave types, ensuring trackers and systems remain accurate.

 

HR Projects & General Support

• Provide administrative support on HR projects and initiatives led by the HR Project Lead or HR Manager.
• Contribute to continuous improvement by identifying opportunities to streamline administrative processes and improve data accuracy.

Essential

• Previous experience in an HR administrative or office-based administrative role.
• Exceptional organisational skills and attention to detail, with the ability to maintain accurate records and audit trails.
• Ability to manage multiple tasks, trackers, and deadlines simultaneously.
• Clear and confident written and verbal communication skills.
• High level of discretion when handling sensitive and confidential information.
• Proficient in Microsoft Office, particularly Word and Excel.

 

Desirable

• Experience within a retail, gambling, or fast-paced commercial environment.
• Familiarity with HR systems and document management.
• Basic knowledge of UK employment legislation and HR best practice.
• CIPD Level 3 (or working towards) is desirable but not essential.
• A genuine interest in developing a career in Human Resources is essential.