Job Description
Job Title
Human Resources Assistant
Reports To
HR Manager
Purpose of the Role
To provide comprehensive administrative support across recruitment, onboarding, compliance, HR processes, and office operations. The postholder will ensure all recruitment activities, employee records, compliance requirements, and administrative functions are maintained accurately and in line with company policies, procedures, and regulatory requirements.
Key Responsibilities
Recruitment & Selection
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Create, publish, and monitor recruitment advertisements across job boards, social media platforms, and other relevant channels.
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Respond to candidate enquiries professionally and promptly.
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Screen applications and progress suitable candidates through the recruitment process.
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Arrange and conduct interviews.
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Support managers throughout candidate selection and appointment processes.
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Attend and represent the organisation at recruitment events, job fairs, and community engagement activities.
Onboarding & Employee Administration
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Coordinate and complete onboarding processes for all new support staff.
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Obtain and verify employment references.
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Process PVG applications and associated compliance documentation.
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Conduct and record Right to Work checks.
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Email new starters regarding vaccination status, qualifications, and next of kin information.
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Ensure all onboarding documentation is uploaded and recorded accurately within company systems.
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Add end-of-probation reviews onto Tags for new NL employees.
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Monitor new starter and leaver records and ensure Tags are updated accordingly.
Compliance & Record Management
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Maintain accurate employee records across Sage, Tags, spreadsheets, trackers, and filing systems.
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Update vaccination trackers and employee vaccination records.
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Record vaccination details within Tags upon receipt.
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Ensure visa-holding employees have valid Right to Work documentation recorded on Sage and maintained within expiry dates.
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Maintain and update Right to Work and visa-holder tracking spreadsheets.
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Monitor visa expiry dates and request university study letters where required.
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Upload and record employee qualifications onto Sage or record as “SVQ/Qualification Required” where applicable.
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Audit employee records to ensure ongoing compliance with regulatory requirements.
HR Reporting & Auditing
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Produce, customise, and distribute reports to support monthly management reporting.
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Run workforce, recruitment, compliance, and training reports as required.
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Conduct audits of:
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SSSC registration numbers
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Annual declaration dates
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Registration statuses
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Conditions and expiry dates
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Ensure Sage records accurately reflect information held on the SSSC Register.
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Update and maintain weekly International Recruitment (IR) hours audits.
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Monitor compliance trackers and highlight any issues requiring action.
Training & Development Support
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Liaise with SVQ providers regarding employee progress and completion.
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Support employees undertaking SVQ qualifications.
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Ensure training and qualification records are accurately maintained.
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Monitor qualification requirements and training compliance.
Operational & Administrative Support
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Provide general office administration and operational support.
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Carry out regular stock checks of PPE and office stationery.
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Maintain minimum stock levels and arrange replacement orders as required.
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Support branches with care worker supervision administration, service user surveys, and RADAR record audits as requested.
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Ensure RADAR, U-Drive, and associated records remain aligned and accurate.
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Support international recruits with queries and administrative requirements.
Health & Safety
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Act as the Office Fire Warden.
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Undertake annual Portable Appliance Testing (PAT) duties.
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Promote safe working practices and support office health and safety compliance.
Annual Activities
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Coordinate annual vaccination communications to employees, including email and social media campaigns.
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Support organisational compliance and workforce campaigns throughout the year.
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Support the annual care inspection return
Requirements
Person Specification
Essential
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Experience in recruitment, HR administration, or office administration.
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Strong administrative and organisational skills.
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Excellent verbal and written communication skills.
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High attention to detail and accuracy.
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Ability to handle confidential information appropriately.
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Competent in Microsoft Office and database management.
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Ability to prioritise workload and meet deadlines.
Desirable
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Experience within health and social care.
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Knowledge of SSSC requirements and workforce compliance.
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Understanding of employment legislation and Right to Work requirements.
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Experience using Sage, Tags, and workforce management systems.
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Knowledge of PVG processes and visa compliance requirements.
This role is primarily office-based and will require attendance at recruitment events and occasional travel within the local area.
The postholder may be required to undertake additional duties appropriate to the level and responsibilities of the role.
Benefits
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28 days paid holidays (incl of Bank/Public)
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Access to a comprehensive private medical insurance
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Predictable working hours (37.5 per week)
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Access to early pay withdrawals
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Stakeholder Pension Scheme
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Access to NHS credit union
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Blue Light Card Discounts
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Access to free concerts
