Job Title: Trust and HR Administrator
Reports to: Trust and HR Coordinator / Senior Management Team
Work Days: Monday to Friday
Work Hours: 35 Hours per week + TOIL overtime as required
Location: In Person On-Site
Salary: £26,000 - £28,000 (DoE) plus benefits
Annual Leave: 22 days plus Bank Holidays
KEY PURPOSEOF THE JOB
To provide administrative and secretarial support to the Trust and HR Coordinator, Trustees, and Senior Management Team (SMT). Support in the day-to-day running of HR and Trust administrative functions.
You will play a key role in supporting meetings, maintaining accurate records, managing diaries and communications, and handling highly confidential information with professionalism and discretion.
You will also undertake duties appropriate to the nature of the role, as reasonably requested by the Trust and HR Coordinator, Trustees, or Senior Management Team.
Essential Skills and Experience
- Previous experience in an administrative, governance, HR, or secretarial support role.
- Excellent organisational and time management skills.
- Strong IT skills including Microsoft Outlook, Word, Excel, and Teams.
- Experience managing diaries, calendars, meetings, and shared inboxes.
- Experience taking accurate meeting minutes and producing professional documentation.
- Excellent written English skills with strong attention to grammar, spelling, and detail.
- Strong drafting, proofreading, and document presentation skills.
- Excellent verbal communication and interpersonal skills.
- A confident and professional communicator with the ability to engage effectively with stakeholders at all levels.
- Ability to prioritise workload and work independently.
- Strong attention to detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Desirable Skills and Experience
- Experience working within HR or Trust/charitable environment.
- Experience supporting senior leaders or Trustees.
- Familiarity with AI transcription and minute-taking tools such as Otter.ai.
- Knowledge of GDPR and confidential records management.
Personal Qualities
- Professional, confident, and approachable manner.
- Trustworthy, discreet, and reliable.
- Flexible and adaptable approach to work.
- Proactive with the ability to use initiative.
- Highly organised with excellent attention to detail.
- Able to build and maintain positive professional relationships at all levels.
- Provide administrative support to the Trust and HR Coordinator, Trustees, and SMT.
- Organise and maintain electronic filing systems, and administrative records.
- Manage requests for meetings with Management and/or Trustees.
- Draft routine correspondence, emails, and simple responses on behalf of senior staff.
- Prepare, proofread, revise, and present high-quality documents, correspondence, briefing papers, reports, and presentations.
- Ensure all written communication is accurate, professionally presented, and written in clear and concise English.
- Undertake general office administration including scanning, photocopying, filing, and document management.
- Ensure records are accurate, up to date, and stored securely in line with data protection requirements.
Governance and Meeting Support
- Attend Trustee meetings, SMT meetings, and other meetings as required.
- Prepare agendas, collate meeting papers, and distribute documentation in advance of meetings.
- Take accurate minutes and produce clear and professional meeting records within agreed timescales.
- Utilise AI-supported tools including Otter.ai and Microsoft Teams transcription functions to support minute taking and meeting administration.
- Track actions arising from meetings and support follow-up activity where appropriate.
- Maintain governance records and confidential documentation securely and accurately.
HR Administration
- Provide support on employee HR-related matters to Trust and HR Coordinator and SMT.
- Support HR administration processes including maintaining confidential employee records and documentation.
- Assist with onboarding administration, staff correspondence, HR filing, and routine HR processes.
- Coordinate HR-related meetings and associated correspondence where required.
- Handle highly confidential and sensitive information with discretion and professionalism at all times.
- To ensure all communications are responded to or forwarded to agreed handlers.
Finance and General Administration
- Manage Trustee expenses and associated administration.
- Provide administrative assistance to the Head of Finance and team when required.
- Support invoice processing, document organisation, and routine finance administrative tasks.
- Assist with maintaining accurate records and ensuring compliance with confidentiality and data protection requirements.
- To ensure all financial procedures are adhered to as required by the Accounts department.
JOB FUNCTIONS
Administrative Support
- Provide administrative support to the Trust and HR Coordinator, Trustees, and SMT.
- Organise and maintain electronic filing systems, and administrative records.
- Manage requests for meetings with Management and/or Trustees.
- Draft routine correspondence, emails, and simple responses on behalf of senior staff.
- Prepare, proofread, revise, and present high-quality documents, correspondence, briefing papers, reports, and presentations.
- Ensure all written communication is accurate, professionally presented, and written in clear and concise English.
- Undertake general office administration including scanning, photocopying, filing, and document management.
- Ensure records are accurate, up to date, and stored securely in line with data protection requirements.
Governance and Meeting Support
- Attend Trustee meetings, SMT meetings, and other meetings as required.
- Prepare agendas, collate meeting papers, and distribute documentation in advance of meetings.
- Take accurate minutes and produce clear and professional meeting records within agreed timescales.
- Utilise AI-supported tools including Otter.ai and Microsoft Teams transcription functions to support minute taking and meeting administration.
- Track actions arising from meetings and support follow-up activity where appropriate.
- Maintain governance records and confidential documentation securely and accurately.
HR Administration
- Provide support on employee HR-related matters to Trust and HR Coordinator and SMT.
- Support HR administration processes including maintaining confidential employee records and documentation.
- Assist with onboarding administration, staff correspondence, HR filing, and routine HR processes.
- Coordinate HR-related meetings and associated correspondence where required.
- Handle highly confidential and sensitive information with discretion and professionalism at all times.
- To ensure all communications are responded to or forwarded to agreed handlers.
Finance and General Administration
- Manage Trustee expenses and associated administration.
- Provide administrative assistance to the Head of Finance and team when required.
- Support invoice processing, document organisation, and routine finance administrative tasks.
- Assist with maintaining accurate records and ensuring compliance with confidentiality and data protection requirements.
- To ensure all financial procedures are adhered to as required by the Accounts department.
Relationships
- To invest in and promote close working relationships in all areas of the Shuttleworth Trust.
- Policies and Procedures
- Comply with Health and Safety legislation.
- Comply with GDPR legislation.
- Adhere to organisational policies.
- Develop and maintain policies and procedures that support and deliver departmental objectives.
Personal Responsibilities
- Demonstrate personal integrity in all day-to-day interactions with colleagues, working as a positive influence and role model, acting with professionalism and tackling challenges in a pragmatic and collaborative manner to bring staff and volunteers along with changes and developments.
- Protect the reputation of the Trust.
- Maintain professional levels of confidentiality commensurate with the role.
Hours and Physical Conditions
- 35 hours a week
- Full time 5 days out of 7.
- In Person On-Site
Shuttleworth Principles
The following principles form the basis of our working ethos at Shuttleworth and in your role you are required to engage and promote these yourself and within your team.
- Treat each other with kindness and respect
- Make everyone welcome
- Learn from our mistakes when things go wrong and bounce back
- Equip and support our teams with modern day business skills
- Embrace commercial success in a way that respects our traditions
- Educate by telling stories and providing experiences
- Preserve our unique heritage and keep it in working order
This is a description of the job at present. The above is not intended to be a comprehensive list of key responsibilities or duties. Other related duties may be required from time to time. It is the practice of the Trust to periodically review job descriptions and to update them to ensure that duties relate to the job then being performed. It is our aim to reach agreement to reasonable changes following consultation. However, if agreement is not possible, the Trust reserves the right to make reasonable changes after consultation.
Job Types: Permanent, Full-time
Pay: £26,000.00-£28,000.00 per year
Benefits:
- Company events
- Company pension
- Discounted or free food
- Employee discount
- Health & wellbeing programme
- Life insurance
- On-site parking
- Store discount
Work Location: In person
