Word360 is an award-winning, technology-enabled translation and interpreting company specialising in the health and social care sectors. We support NHS organisations, local authorities and other public sector bodies across the UK, helping individuals access vital services regardless of language barriers.
As our business continues to grow, we are looking for a proactive and highly organised HR Administrator to support the HR Manager in delivering an efficient, compliant and people-focused HR service across the organisation.
Main Purpose of Job
As the HR Administrator you will provide comprehensive administrative support across the full employee lifecycle, from recruitment and onboarding through to employee changes and leavers.
Working closely with the HR Manager, the successful candidate will help maintain accurate HR records, support payroll preparation, coordinate recruitment and onboarding activities, and assist in keeping HR policies, templates and processes up to date.
We are looking for someone who is organised, reliable and proactive, with the ability to manage their own workload, prioritise effectively and work with minimal supervision.
This role will play a key part in ensuring the smooth day-to-day operation of the HR function and delivering a positive employee experience across the business.
Responsibilities and Duties
Employee Lifecycle Administration
- Maintain accurate and up-to-date employee records in line with GDPR requirements.
- Prepare HR documentation including offer letters, contracts of employment, contract amendments, probation letters, employment references and leaver documentation.
- Support onboarding and offboarding processes, ensuring all documentation is completed accurately and within required timescales.
- Administer probation review processes and proactively monitor completion of review documentation.
- Maintain accurate records relating to absence, annual leave and employee changes.
- Assist in the preparation of payroll information by collating and validating employee changes including new starters, leavers, contractual amendments, salary changes, absence records and other relevant payroll data, ensuring information is accurate and submitted within required timescales.
- Maintain HR systems and personnel files, ensuring information remains accurate, current and audit-ready.
- Coordinate mandatory training requirements and maintain training records.
- Ensure all personal data is handled securely and in accordance with GDPR and company policies.
Recruitment and Onboarding
- Assist with preparing and posting job advertisements across relevant recruitment platforms.
- Coordinate interviews, including scheduling, candidate communications and meeting arrangements.
- Manage candidate communications throughout the recruitment process.
- Conduct pre-employment checks, including references, right-to-work verification, & qualification checks where applicable.
- Assist the hiring managers to support new starters through the onboarding process, ensuring all documentation and system access requirements are completed.
- Help deliver a positive candidate and new starter experience throughout the recruitment process.
General HR Support
- Act as the first point of contact for routine HR queries, providing guidance where appropriate and escalating more complex matters to the HR Manager.
- Provide administrative support for disciplinary, grievance, capability and other formal HR processes.
- Take accurate and professional notes during formal meetings, investigations and hearings where required.
- Proactively follow up with managers and employees to ensure HR actions and deadlines are completed within agreed timescales.
- Assist with the preparation of HR reports, trackers and management information.
- Monitor key HR activities, including probation reviews, mandatory training and policy acknowledgements.
- Support the HR Manager in reviewing and maintaining HR policies, procedures, templates, forms and employee communications, ensuring documentation remains current, compliant and fit for purpose.
- Identify templates, forms and documents requiring updates and proactively recommend improvements to support efficient HR processes.
- Assist the HR Manager with general administration and ad-hoc HR projects.
- Identify opportunities to improve administrative processes and raise potential issues or risks to the HR Manager in a timely manner.
- Contribute to the smooth and efficient operation of the HR function.
Compliance
- Assist the Compliance officer to review and validate compliance documents (e.g. Right to Work, DBS, Proof of Address)
- Identify missing, expired, or mismatched documentation and take appropriate follow-up actions
- Communicate with contractors via email and/or phone (from a shared inbox) to request missing documentation
- Maintain accurate records of compliance checks and update the client's internal platform accordingly
- Support the wider team with ad-hoc administrative tasks related to compliance as required
Skills & Attributes
Essential
- Previous administration experience within a busy office environment.
- Strong organisational skills with excellent attention to detail.
- Ability to effectively manage multiple tasks and priorities.
- Excellent verbal and written communication skills.
- Ability to work independently and take ownership of responsibilities.
- Strong problem-solving skills and a practical, common-sense approach.
- Confidence to proactively chase actions and manage deadlines.
- Ability to handle confidential and sensitive information with discretion.
- Good IT skills, including Microsoft Word, Excel and Outlook.
- Ability to build positive working relationships across all levels of the organisation.
Desirable
- Previous experience within an HR administration role.
- Experience supporting recruitment and onboarding activities.
- Experience preparing payroll information.
- Experience supporting disciplinary, grievance or other employee relations processes.
- Experience maintaining confidential employee records.
- CIPD Level 3 qualified or currently studying towards qualification.
- Experience using HRIS, CRM or workforce management systems.
Benefits
- Holiday Allowance: 24 days of holiday per year, plus bank holidays, and an additional day off for your birthday.
- Loyalty Reward: Earn an extra paid holiday for every two years of service, up to a maximum of 29 days.
- Comprehensive Training: Enjoy a structured onboarding process, full training, and ongoing development opportunities, including annual group training to help you excel.
- Employee Recognition: Celebrate achievements with our employee awards and development programs.
- Health and Wellness: Benefit from health insurance, reduced gym memberships, reduced cinema tickets, and more.
- Career Growth: Your efforts drive your success. With our ambitious growth plans, you’ll continually expand your expertise and opportunities.
- Cycle to Work Scheme: Join the cycling revolution with our support.
- Pension Scheme: Secure your future with our workplace pension plan.
- Paid Sick Leave: Rest assured with paid time off during illness.
- Social Events: Engage with colleagues and innovate through business-wide social events.
Recruitment Process
- Successful applicants will complete a short pre-screen, including recorded answers to a few questions, along with a psychometrics test.
- If shortlisted, you’ll be invited to a first interview (via Microsoft Teams or in person).
- Finalists will attend a final interview (again, either online or face-to-face).
- Please note, the process may change
Diversity, Inclusion and Wellbeing
Diversity, inclusion and wellbeing is an important part of Word360's culture and values. We recruit talented people from a diverse range of backgrounds and cultures, providing equal opportunities for all to join our team regardless of age, sex, race, sexual orientation, disability, or culture.
We create an exciting and rewarding place to work that aims to fulfil everyone's potential and together to achieve personal and business goals. We offer flexible working patterns to help our staff achieve a good work/ life balance and we encourage candidates seeking flexibility in their next role to apply for any of our vacancies.
Additional Information
If you are successful in receiving an offer of a role with our company a variety of pre-employment screening checks will be completed. Our screening checks can include but are not limited to your eligibility to work, professional and academic qualifications, any criminal records, your financial stability, and references from previous employers. The screening that takes place will be relevant to your role and will vary from role to role.