Office Administrator
PatrolGuard Ltd — Leamington Spa
Part-time: 15–20 hours per week
£14–£16 per hour, depending on experience
Work location: Office-based
About PatrolGuard
PatrolGuard is a growing Warwickshire-based mobile security company providing patrol, alarm response, keyholding and lock/unlock services to more than 390 sites across the region. Our teams complete up to 100 patrols each night, supported by structured administrative and compliance processes.
We are looking for a reliable and highly organised Office Administrator to take ownership of the routine administration that keeps our employees, records and internal systems properly managed.
This is not a management position. It is ideal for someone who genuinely enjoys structured, process-driven work, takes pride in accurate records and is comfortable following up outstanding actions until they are completed.
Key ResponsibilitiesHR and employee administration
- Maintaining accurate and confidential employee records.
- Managing employee onboarding and offboarding administration.
- Preparing offer letters, contracts and employee-change paperwork using established templates.
- Chasing and checking new-starter documentation.
- Completing right-to-work administration.
- Updating employee information within our HR and internal systems.
- Maintaining holiday, absence and sickness records.
- Processing return-to-work documentation.
- Monitoring probation dates and supporting the administration of employee reviews.
- Maintaining uniform issue and return records.
- Ensuring departing employees are correctly removed from relevant systems.
Recruitment and vetting
- Posting approved job advertisements.
- Managing applications and coordinating interviews.
- Communicating with candidates throughout the recruitment process.
- Supporting BS 7858 vetting administration and tracking progress.
- Following up references, employment history and outstanding information.
- Maintaining accurate recruitment and vetting records.
- Monitoring SIA licences and other relevant expiry dates.
Payroll and timesheets
- Collecting and checking timesheet information.
- Following up missing or incomplete timesheets.
- Preparing accurate payroll information for management review.
- Maintaining records of holidays, sickness and other payroll-related changes.
- Ensuring payroll information is completed by agreed deadlines.
Training and compliance
- Booking employee training.
- Maintaining training records and completion trackers.
- Monitoring training, licence and certification expiry dates.
- Following up employees where training or documentation is overdue.
- Keeping personnel files complete, accurate and audit-ready.
- Supporting ISO 9001 document control and general compliance administration.
Systems and general administration
- Maintaining trackers, spreadsheets and internal systems.
- Producing basic weekly and monthly management reports.
- Organising digital files and ensuring documents are stored correctly.
- Monitoring recurring administrative deadlines.
- Identifying missing information and following it up without waiting to be asked.
- Suggesting practical improvements to repetitive or inefficient processes.
- Providing general office and administrative support when required.
What Success Looks Like
Success in this role means:
- Employee records remain complete, accurate and up to date.
- New starters are properly vetted, documented and ready before starting work.
- Holidays, sickness, timesheets and payroll information are processed accurately and on time.
- SIA licences, training, probation dates and other expiries are monitored in advance.
- Departing employees are fully processed and removed from the relevant systems.
- Missing paperwork and overdue actions are actively followed up.
- Trackers and systems accurately reflect the current position of the business.
- Management can rely on routine administration being completed without repeatedly checking it.
About You
You will be:
- Highly organised and comfortable managing multiple recurring deadlines.
- Someone who genuinely enjoys structured, process-driven administration.
- Reliable, consistent and able to work independently.
- Confident following up employees and managers for missing information.
- Comfortable owning repetitive tasks and ensuring they are completed correctly.
- Detail-focused, particularly when handling records and compliance paperwork.
- Trustworthy and discreet with confidential employee information.
- Clear and professional in your written and verbal communication.
- Comfortable learning and using different digital systems.
You do not need to know everything on your first day. However, you must be willing to learn established processes, take ownership of them and ask questions when something is unclear.
Essential Experience and Skills
- At least one year’s experience in office administration, HR administration or a similar role.
- At least one year’s experience using Google Workspace.
- At least one year’s experience using Microsoft Office.
- Good working knowledge of spreadsheets.
- Strong written communication and attention to detail.
- Ability to manage confidential information appropriately.
- Ability to work independently once a process has been explained.
Desirable Experience
Experience in any of the following would be advantageous:
- HR administration.
- Recruitment and onboarding.
- Payroll preparation or timesheet administration.
- BS 7858 vetting.
- SIA licence administration.
- ISO 9001 or document control.
- Using an HR system such as Breathe.
- Working within security, facilities management, care, logistics or another compliance-led industry.
Working Pattern
This is a part-time, office-based position for approximately 15–20 hours per week.
The working pattern will be agreed with the successful applicant. Regular weekly availability is important because the role supports ongoing employee, payroll and compliance deadlines.
What We Offer
- £14–£16 per hour, depending on experience.
- Company pension.
- Free on-site parking.
- Casual dress.
- Employee discount.
- Supportive management.
- Modern digital systems and established processes.
- The opportunity to take genuine ownership of the role.
- Scope for the position to develop as the company continues to grow.
How to Apply
Please apply through this advertisement or through the careers page on the PatrolGuard website.
Please include an up-to-date CV and a short explanation of why you would be well suited to a structured, process-driven administrative role.
No telephone calls, please. No recruitment agencies.
Pay: £14.00-£16.00 per hour
Benefits:
- Casual dress
- Free parking
- On-site parking
Experience:
- Administrative: 2 years (preferred)
- Microsoft Office: 2 years (preferred)
- Google Suite: 1 year (preferred)
- spreadsheet: 1 year (required)
Work Location: In person
