HR Administrator

Job Description

About the Role:

We are excited to introduce a newly created position within our team. This is an excellent opportunity for an organised, detail-oriented individual looking to build or further their career in human resources.

In this role, you will provide vital administrative support to both the Volunteer and Training Manager and the HR Generalist. Your responsibilities will include coordinating volunteer recruitment and training logistics, ensuring smooth onboarding processes, and maintaining accurate records. Additionally, you will assist with recruitment administration, employee documentation, and general HR tasks, contributing to the effective day-to-day operations of the department.

This is a varied role that requires strong communication skills, attention to detail, and the ability to prioritise and multitask in a dynamic environment. You’ll play a key part in supporting both our volunteer programme and our wider HR functions.

Main Tasks and Responsibilities:

·        Provide day-to-day administrative support to the Volunteer and Training Manager and the HR Generalist.

·        Schedule meetings, interviews, training sessions, and other HR-related appointments.

·        Maintain accurate and well-organised electronic and paper filing systems for HR and volunteer records.

·        Assist with preparing and formatting HR documents, letters, contracts, and reports.

·        Post job adverts on relevant platforms and track incoming applications.

·        Carry out pre-employment checks, including requesting references and processing DBS checks for staff and volunteers.

·        Collect, scan, and file new starter documents, ensuring all forms are complete and compliant for staff and volunteers.

·        Update and maintain HR spreadsheets, records, and databases with staff and volunteer information.

·        Prepare induction packs and organise materials for new starter and volunteer onboarding sessions.

·        Monitor and respond to emails and queries sent to shared HR and volunteering inboxes, referring or escalating as appropriate.

·        Maintain stock of HR-related office supplies, such as forms, training materials, and welcome packs.

·        Provide support with room bookings, refreshments, and setting up for training or volunteer events.

·        Assist with routine data entry and help compile basic HR reports or staff lists.

·        Ensure confidentiality and accuracy when handling sensitive employee and volunteer information.

·        Send routine reminders for probation reviews, training deadlines, or document submissions.

·        Responsible for attending meetings, capturing key discussions and decisions; and then distributing the minutes.

·        Support the volunteer manager with shortlisting candidates for volunteering roles.

·        Keep the volunteer management system up to date, with relevant changes/additions.

·        Assist the volunteer manager with reference requests from former volunteers.

·        Liaise with voluntary service councils across the West Midlands, to place new volunteer roles.

·        Undertake general administrative tasks and any other duties as directed by senior HR colleagues.

Person Specification:

Essential Criteria:

·        At least 2 years of experience working in an administrative role within a Human Resources environment.

·        Strong organisational skills with the ability to manage multiple tasks and meet deadlines.

·        Excellent attention to detail and a high level of accuracy in administrative work.

·        Good understanding of HR processes, particularly recruitment and onboarding procedures.

·        Confident in handling confidential and sensitive information.

·        Clear and professional written and verbal communication skills.

Desirable Criteria:

·        Proficient in using Microsoft Office applications, particularly Word, Excel, and Outlook.

·        Experience with maintaining electronic records and using HR or volunteer management systems.

·        A proactive and flexible approach to work, with a willingness to support colleagues as needed.

·        CIPD Level 3 qualification (or equivalent) in Human Resources.

·        Ability to work effectively both independently and as part of a team.

·        Friendly, approachable manner with a commitment to providing a helpful and supportive service.

Flexibility

To achieve the objectives of this role, a degree of flexibility is essential. The post holder may be required to undertake duties not specifically listed above, provided they fall within the scope of the role and are appropriate to the pay grade. Accordingly, this job description will be reviewed periodically in consultation with the post holder to ensure it continues to reflect the responsibilities and duties of the position accurately.

Equal Opportunities

We are an equal opportunity employer and welcome applications from all suitably qualified candidates, regardless of gender identity or expression, ethnicity, nationality, religion or belief, age, sexual orientation, disability, or any other protected characteristic. We recruit and develop our people based on merit and their commitment to achieving positive outcomes. We are dedicated to creating an inclusive and supportive workplace where everyone can thrive.

Closing date: Tuesday, 30 September 2025, by 5:00 pm.

We reserve the right to close this vacancy early, if we receive enough suitable applications to take forward to interview prior to the published closing date.

Please note that if you require employer sponsorship to extend your right to work in the UK, the Refugee and Migrant Centre is not able to support visa sponsorship.