About Support When It Matters (SWIM)
SWIM is a London-based social enterprise delivering culturally competent programmes that support individuals facing multiple disadvantage, including mental health challenges, substance misuse, offending histories and housing instability. SWIM provides housing navigation, tenancy sustainment and supported housing services across London, working with NHS trusts, local authorities and community mental health partnerships to support people whose housing needs are the primary barrier to recovery and stability.
Our work emerged from collective experiences as African, Caribbean, global majority and dual heritage people, creating pathways through systems that were not designed with us in mind. We are growing something deeply rooted in community wisdom and shared experience, a space where authentic relationships and cultural understanding guide everything we do.
Role overview
The HR Administrator provides accurate and timely administrative support across the full employee lifecycle at SWIM. The role is the first point of contact for routine HR queries.
The postholder will maintains employee records, supports recruitment and onboarding, and prepares HR documentation to a consistent standard. The role underpins SWIM’s ability to meet its legal and contractual obligations as an employer, and to evidence safe recruitment practice to commissioners and partners.
Job title
HR Administrator
Hours of work
Part-time, 3 days per week
2 days per week from home and one day per week in the office.
Location
Head Office, Dalston
Reports to
HR Business Partner
Salary
£27,000 - £28,500 pro rata, depending on experience
DBS
Basic DBS check required
About the candidate
SWIM is looking for an organised and reliable HR Administrator who works accurately under pressure. The postholder uses initiative rather than waiting to be directed. The postholder also looks for practical ways to improve HR processes while running them.
The successful candidate will have at least two years’ experience in an HR administrator role and will hold the CIPD Level 3 Foundation Certificate in People Practice, or an equivalent qualification.
The role suits someone who takes ownership of detail, handles sensitive information with discretion, and communicates clearly with staff at every level.
Essential requirements
Applications will be assessed against each of the following points at shortlisting.
· CIPD Level 3 Foundation Certificate in People Practice, or an equivalent qualification.
· At least two years’ experience in an HR administrator role within an HR function.
· Experience of maintaining HR records and using an HR information system.
· Experience of supporting recruitment from advertisement through to onboarding.
· Experience of preparing employment documentation, including contracts and standard letters.
· Working knowledge of UK employment law as it applies to HR administration.
· Understanding of confidentiality and data protection duties in an HR setting.
· Confident use of Microsoft Word, Excel and Outlook.
· Accurate written English and close attention to detail.
· Ability to prioritise a varied workload and meet deadlines.
Personal attributes
The role sits close to confidential information and difficult conversations. SWIM is looking for the following qualities.
· Works methodically and takes ownership of accuracy.
· Maintains confidentiality without exception.
· Responds constructively to changing priorities.
· Communicates clearly and respectfully with colleagues at all levels.
· Commits to SWIM values and to culturally competent, inclusive practice.
· Stays approachable and helpful when demand is high.
· Remains calm and even-handed in tense situations.
· Exercises sound ethical judgement and knows when to escalate.
· Keeps knowledge of employment law and SWIM policy current.
Desirable requirements
The following will strengthen an application but are not required at appointment.
· Experience in the charity, housing, criminal justice or health and social care sector.
· Experience of minute taking in formal HR meetings.
· Continuous improvement and personal development ambitions
· Awareness of safer recruitment practice and pre-employment checking requirements.
· Understanding of the Rehabilitation of Offenders Act 1974 and how it applies to recruitment.
Key responsibilitiesRecruitment and onboarding
SWIM recruits into frontline and back office roles throughout the year. The postholder runs the administration from advertisement through to first day.
· Advertise vacancies on agreed job boards and internal channels.
· Coordinate interview scheduling and communication with candidates.
· Prepare offer letters, contracts of employment and new starter packs.
· Complete pre-employment checks, including references, right to work under the Immigration, Asylum and Nationality Act 2006, His Majesty’s Prison and Probation Service (HMPPS) Security Clearances and DBS checks.
· Track outstanding checks and escalate delays to the HR Business Partner.
· Coordinate induction arrangements with recruiting managers.
· Liaise with recruitment agencies and advertising partners on live vacancies.
· Support attendance at recruitment events and job fairs.
Employee records and HR systems
Accurate records underpin every other HR process. The postholder owns the day to day integrity of SWIM’s employee data.
· Maintain accurate, up to date personnel records on SWIM’s HR information system.
· Process changes to contracts, hours, pay and reporting lines.
· Record annual leave, sickness absence and other leave.
· Produce standard reports on headcount, turnover, absence and training compliance.
· Audit records regularly to identify and correct gaps.
Employee lifecycle administration
Staff move through probation, contract changes and periods of leave during their time at SWIM. The postholder prepares the documentation that records each change.
· Draft standard letters covering probation, contract variations, family leave, flexible working and leavers.
· Issue probation review reminders and record outcomes.
· Administer the leaver process, including exit interviews and return of equipment.
Casework and meeting supportThe postholder arranges absence, disciplinary, grievance and performance meetings, issues meeting packs, takes accurate minutes within agreed timescales, and maintains confidential case files in line with SWIM's retention schedule.Learning and development administrationThe postholder books training, maintains the central training record, monitors mandatory training compliance and issues reminders. They also tracks professional registrations and renewal dates where these apply, and coordinates staff events, team days and learning forums.Policy and provider administrationThe postholder maintains the HR policy library, tracks review dates against the agreed cycle, circulates drafts and collates comments, then issues approved policies and records acknowledgements. The postholder also liaises with external providers, including occupational health, the employee assistance programme and insurance brokers. Compliance and data protection
HR holds some of the most sensitive information in the organisation. The postholder handles it lawfully and supports SWIM’s reporting obligations to commissioners and partners.
· Handle personal data in line with the UK GDPR and the Data Protection Act 2018.
· Apply SWIM policies consistently and flag inconsistencies to the HR Business Partner.
· Support fair and inclusive recruitment and employment practice under the Equality Act 2010.
· Supply HR data for audits, tender submissions and contract monitoring returns.
General administration
The HR inbox is the front door to the function. The postholder keeps it responsive and keeps supporting materials current.
· Act as first point of contact for the HR inbox and triage queries.
· Respond to routine enquiries from external partners and refer complex matters onwards.
· Maintain and update HR templates, trackers and process documentation.
· Support wider back office projects as required.
Why join SWIM
SWIM is a mission-driven organisation committed to improving the lives of individuals experiencing multiple disadvantage. Our work focuses on supporting people to rebuild stability through culturally competent services that address housing, wellbeing and social inclusion.
The HR Administrator will support the people systems that keep SWIM’s frontline services running. Accurate records, safer recruitment and timely documentation allow colleagues to focus on the people they support. This is an opportunity to implement existing HR administrative experience within a values-driven organisation that is committed to equity, recovery and empowerment, and to help shape practical processes in a growing social enterprise.
Responsibilities for All SWIM Staff
All staff are expected to:
· Uphold SWIM values and ways of working.
· Equality, Understanding, Inclusion, Compassion, Belonging, Respect
· Promote inclusive and anti-discriminatory practice aligned with SWIM policies & the Equality Act 2010.
· Comply with organisational policies and procedures, including the UK GDPR, the Data Protection Act 2018, and health and safety requirements.
· Participate in supervision, training, and learning forums, maintaining a commitment to continuous improvement.
· Work flexibly to enable effective service delivery, including across sites when required.
· Carry out other reasonable duties as required within the scope of the role.
Pay: £25,000.00 per year
Work Location: Hybrid remote in Hackney
