THIS JOB DESCRIPTION MAY CHANGE TO REFLECT CHANGING REQUIREMENTS OF THE ROLE
About Al-Hurraya:
Al-Hurraya is a dedicated service committed to supporting individuals from culturally diverse commmunities impacted by domestic and sexual violence. We provide a safe and empowering environment for survivors to heal and rebuild their lives. Our holistic approach focuses on compassionate counselling, advocacy, and community outreach.
The Role:
The Administrative and Human Resources Assistant will provide high-quality administrative and HR support to the charity to ensure the smooth and efficient operation of the organisation. The role will support day-to-day office administration, HR processes, recruitment administration, employee record management, compliance monitoring, and general operational support.
The postholder will play an important role in maintaining effective systems, supporting staff and volunteers, ensuring confidentiality, and helping the charity meet its legal, regulatory, safeguarding, and governance obligations.
Hours of Work:
3 days per week Occasional flexibility may be required to meet organisational needs.
Contract Type
Fixed-Term
Salary
£26,325 Pro rata
Key Responsibilities:
1. General Administration
· Provide day-to-day administrative support across the organisation.
· Answer telephone calls, emails, and enquiries professionally and promptly.
· Manage incoming and outgoing correspondence.
· Maintain organised electronic and paper filing systems.
· Prepare letters, reports, meeting minutes, presentations, and other documents.
· Coordinate meetings, room bookings, diaries, and appointments.
· Assist with the preparation of organisational documents and policies.
· Ensure office supplies and equipment are appropriately maintained and stocked.
· Support the organisation of charity events, training sessions, and meetings.
· Maintain confidentiality and secure handling of sensitive information at all times.
2. Human Resources Support
- Assist with recruitment administration including:
- Preparing job adverts
o Arranging interviews
o Communicating with candidates
o Preparing recruitment documentation
· Support onboarding and induction processes for new employees and volunteers.
· Maintain accurate HR records including:
o Personnel files
o Training records
o Right to work documentation
o DBS records
o Absence records
o Annual leave records
· Assist with monitoring probation periods and mandatory training renewals.
· Support the administration of disciplinary, grievance, capability, and absence management procedures.
· Assist with preparing HR correspondence including:
o Offer letters
o Contracts of employment
o Meeting invitations
o Policy acknowledgements
· Ensure compliance with employment legislation, GDPR, safeguarding requirements, and organisational policies.
· Support HR reporting and data management as required.
3. Compliance and Governance
· Assist with maintaining compliance records required by regulators, funders, and governance bodies.
· Support safeguarding administration and record keeping.
· Assist in maintaining organisational policies and procedures.
· Support audit preparation and compliance checks.
· Ensure confidentiality and data protection obligations are adhered to at all times.
· Assist with volunteer administration and compliance documentation where applicable.
4. Communication and Stakeholder Support
· Provide professional and courteous support to staff, volunteers, trustees, service users, and external stakeholders.
· Liaise with external agencies, suppliers, training providers, and partner organisations as required.
· Support internal communication processes and staff updates.
· Promote a positive and inclusive organisational culture.
5. Information Management and Systems
· Input and maintain accurate data on HR and administrative systems.
· Support the implementation and improvement of administrative systems and processes.
· Maintain spreadsheets, trackers, and databases accurately.
· Produce reports and statistics when required.
6. Other Duties
· Undertake any other reasonable duties commensurate with the role.
· Participate in training, supervision, and team meetings.
· Work in accordance with the charity’s policies including:
o Safeguarding
o Equality and diversity
o Health and safety
o Confidentiality
o Data protection
o Code of conduct
Working Relationships
The postholder will work closely with:
· Senior Management Team
· Employees and volunteers
· Trustees
· External agencies and professionals
· Regulatory and compliance bodies
· Service users and community stakeholders
Person Specification
Essential Qualifications
· Educated to GCSE level (or equivalent) including English and Mathematics.
· Relevant administrative or HR qualification or willingness to work towards one.
Essential Knowledge and Experience
· Previous experience in an administrative role.
· Experience of providing confidential administrative support.
· Experience maintaining accurate records and filing systems.
· Experience using Microsoft Office applications including:
o Word
o Excel
o Outlook
o Teams
· Understanding of basic HR administration processes.
· Understanding of confidentiality and data protection requirements.
· Experience dealing with sensitive information professionally.
Desirable Knowledge and Experience
· Experience working within a charity, voluntary sector, healthcare, education, or community organisation.
· Experience supporting recruitment and onboarding processes.
· Experience maintaining HR records and compliance documentation.
· Knowledge of UK employment law principles.
· Experience using HR or payroll systems.
· Experience supporting safeguarding administration.
· Experience supporting volunteers or trustees.
Essential Skills and Abilities
· Excellent organisational and administrative skills.
· Strong written and verbal communication skills.
· Ability to prioritise workload and manage multiple tasks.
· High level of attention to detail and accuracy.
· Ability to work independently and as part of a team.
· Professional and approachable manner.
· Strong interpersonal skills.
· Ability to maintain strict confidentiality.
· Good time management skills.
· Problem-solving ability and willingness to use initiative.
Personal Qualities
· Honest and trustworthy.
· Reliable and dependable.
· Flexible and adaptable.
· Calm under pressure.
· Committed to equality, diversity, and inclusion.
· Professional and positive attitude.
· Commitment to the values and mission of the charity.
Safeguarding
The charity is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults. The successful candidate may be required to undergo:
· Enhanced DBS check
· Right to work checks
· Reference checks
· Safeguarding training
Equality and Diversity
The charity is committed to creating an inclusive environment where diversity is valued and everyone is treated with dignity and respect. Applications are welcomed from all sections of the community.
Data Protection
The postholder must comply with the requirements of the UK GDPR and Data Protection Act 2018 and maintain confidentiality in relation to all organisational information.
Benefits:
Work Location: In person
