The role of the HR Administrator is to support the Director of People & Process (DPP) and the wider leadership team in the delivery of the HR strategy of a growing organisation.

This is a key role within the Corporate Services Team at PHIN and you will work in partnership with the Business Support Administrator and will look after the day-to-day HR admin tasks and activities and assist with the efficient and effective administration of the HR strategy.

This is a predominantly office-based role but there is some flexibility for working from home days as agreed with the Director of People and Process (DPP).

Key deliverables

HR Administration

  • Ensure that all HR related administration is processed efficiently and appropriately.
  • Keep the HRIS (Breathe) up to date, including annual leave, sickness records, document management etc., including making sure departments accurately record information in the system.
  • Support departments with their compliance with appraisal and objective setting processes, including making sure departments accurately record information in the system.
  • Assist with the management of maternity/paternity/adoption/shared parental leave policies process.
  • Manage and implement the recruitment policy and guidelines ensuring we have transparent and fair practices.
  • Support recruitment, selection and interviewing for all staff and carry out onboarding activities/admin including liaising with recruiters, arranging interviews and preparing paperwork for Interview panels and assisting on interview panels as required.
  • Process all new starter administration, prepare induction packs and work collaboratively with the Business Support Administrator to carry out health and safety inductions and ensure equipment set-up.
  • Liaise with all new starter’s managers to ensure training schedules are in place and the relevant people are informed and have actioned what is necessary.
  • Assist with employee lifecycle administration, including leavers.
  • Assist the DPP to prepare payroll reports monthly within agreed deadlines and in communication with all parties involved.
  • Provide regular reports on HR matters for DPP, Chief Executive, Leadership team and PHIN Board.
  • Assist with administration of the Health and Safety policies, procedures and processes.
  • Coordinate the review and updates of the organisation’s policies and procedures suite, including the Staff Handbook and any other best practice guides.
  • Shared responsible with the Business Support Administrator for managing the policies register ensuring publication on Breath and Teams, tracking read receipts, to ensure PHIN meets compliance with ISO27001 objectives.
  • Develop, maintain and review HR administrative processes to achieve maximum efficiency.

Training and Development

  • Source and book training courses and development activities.
  • Ensure training agreements are actioned and added to employee profiles within Breathe HR.
  • Work with the DPP and Business Support Administrator to book and manage training courses and development days.
  • Facilitate onsite training days and team development days to ensure smooth delivery and facilitation.


  • Arrange HR focused meetings as directed ensuring all equipment and refreshments are provided as needed.
  • Prepare meeting plans and agendas.
  • Prepare document bundles for meetings as required.
  • Support with formal meetings for various Employee Relations cases as directed by the DPP.


  • Support the DPP with the development and roll out of the organisation’s Mental Health and Wellbeing Strategy.
  • Support the development of a wellbeing events calendar working with other wellbeing champions within the organisation.
  • Ensure the organisation has an appropriate number of Mental Health First Aiders.
  • Administrative support for wellbeing events including booking speakers, booking rooms and arranging refreshments.
  • Assist with wellbeing and staff engagement surveys.
  • Support the DPP to obtain and maintain a wellbeing accreditation such as ISO or Investors in People.

Essential skills and experience

To be successful in this role, you will have a proactive approach, excellent organisational and communication skills, strong IT and typing skills, attention to detail and the ability to manage your own workload. You will also build strong relationships with the team and external stakeholders.

  • Previous HR experience.
  • Working knowledge of UK employment law and employment regulations.
  • Competent in the review and development of HR policies, processes and procedures.
  • Highly proficient user of Microsoft applications (Word, Excel, PowerPoint and Outlook).
  • Experience of providing administrative support to an organisation and/or leadership team.
  • A high degree of personal integrity and discretion, especially treatment of confidential information.

Desirable skills

  • CIPD Level 3 or 5 HR or Learning, Training and Development Qualification (or a willingness to obtain).
  • Member of the CIPD.
  • Mental Health First Aider qualified (or happy to become one).
  • Experience of assisting with payroll.

A full job description will be provided during the recruitment process.

Closing date for applications: 23:59 on Sunday 15 January 2023.

If you would like to apply for this role, please send your CV to or simply let us know if you have any questions.

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