HR Administrator

Application Deadline: 21 September 2025

Department: Human Resources

Employment Type: Permanent - Full Time

Location: London (Guy's hospital)

Reporting To: Saffron Jackson

Description

The HR Administrator will play a crucial role in ensuring the smooth daily operations of the HR department and contribute to the overall employee experience by providing a comprehensive HR administration service acting as first point of contact for employees and external partners on all HR related queries.

Key Responsibilities

General

• Assist in the forming and maintaining of accurate employee records on the HRIS (and other relevant databases/systems).
• Assist in the preparation of HR documents, such as offer letters, employment contracts, references, resignation letters, confirmation of maternity letters, etc.
• Provide accurate employee data to the wider HR team to support general HR activities.
• Be the first administrative point of contact for all employees on HR-related queries, and signpost relevant sources or information as appropriate.
• Assist the wider HR team in the management of the HR inbox.
• Assist in accurately processing and tracking of invoices.
• Ensure that Payroll are notified of changes to employee terms and conditions and communicate management requests to the HR Business Partner team in a timely manner.

Contribute to specific HR and organisational projects/initiatives as required.
Responsible for managing the new starter probationary process to ensure legal and internal process compliance.

Employee Relations

• Provide note-taking support for HR-led meetings as appropriate.
• Maintain case trackers and calendars as required.
• Provide the wider HR team/line managers with appropriate data as required to support case management.
• Review ER-related queries and escalate to the wider HR team as appropriate.

Recruitment and Onboarding/Induction

• Support the Talent Acquisition (TA) team in maintaining contact with new employees prior to their onboarding.
• Ensure accurate data transfer of new starter information into the HRIS.
• Manage the full onboarding process ensuring accurate and timely updates to the HRIS and provide prompt communication of new starters to Payroll.
• Assist in the scheduling of interviews/assessments, and supporting tasks such as providing interview booklets, making room bookings, etc.
• Provide support to ensure that fair, consistent and effective recruitment processes are in place.
• Assist the TA team in the management of the Recruitment inbox.
• Where appropriate, participate and support within selection processes.
• Manage and assist in the completion of referencing and background screening checks in a timely manner.
• Ensure all induction and other Day 1 activities are scheduled and communicated to all relevant individuals/teams.
• Support the TA team in ad hoc tasks as required.

Leavers

• Manage the full offboarding process ensuring accurate and timely updates to the HRIS and provide prompt communication of leavers to Payroll.
• Coordinate and oversee the issuing of all leaver exit surveys, and organise exit interviews.
• Conduct exit interviews where deemed appropriate.
• Issue accurate leaver documentation in a timely manner.
• Ensure electronic and hard copy employee records for leavers are managed appropriately in accordance with data retention policies.

Learning and Development

• Assist in the support of probationary review objective setting, probationary outcomes, and mid-year and end-of-year appraisals.
• Provide first-line guidance to employees and line managers on appraisal-related queries.
• Support the L&D team in ad hoc tasks as required.

Skills, Knowledge and Expertise

Experience

• Proven HR administration experience, handling a wide range of administrative tasks, ensuring accuracy with documentation and communications (essential).
• Experience of working with HR Information Systems (desirable).
• Experience of working in a busy HR generalist environment within a fast-paced, professional services or regulatory environment (desirable).
• Experience of supporting employees and stakeholders across multiple facilities or locations (desirable).

Knowledge / Skills / Competencies

• Highly motivated, pragmatic and practical in supporting the mission of the Cell and Gene Therapy Catapult to accelerate the development of a commercial cell and gene-based therapy industry in the UK.
• Excellent interpersonal and communication skills (oral and written), with the ability to handle sensitive information with professionalism, discretion and confidentiality, ensuring accuracy and attention to detail.
• Motivated, collaborative and driven.
• Plans activities and tasks in advance effectively to ensure deadlines are consistently met, taking into account potential changing circumstances and possible difficulties.
• Takes time to ensure others understand the relevant information they need.
• Able to take initiative and work independently once goals and objectives are set, with the ability to manage multiple and varied tasks and prioritise workload.
• Ability to quickly establish credibility and build rapport and trust.
• Able to respond to queries clearly and concisely, whether verbal or written, and checks for understanding to ensure the information is understood.
• Holds themselves accountable by acting with integrity and fostering trust in everything they do.
• Computer literate with standard Microsoft packages.
• A positive attitude towards learning, personal and professional development.
• Participates in a range of professional and personal development activities.
• In line with organisational values, aspires to do better; shows an interest in new developments in their field, and actively seeks to learn and apply new methodologies and ways of working, embracing continual improvement and best practice.
• Keeps up to date with professional knowledge, expertise and best practice to ensure compliance with all relevant legislation and company policies.
• Willingness to travel.

Education

• Part or Newly qualified CIPD graduate or equivalent. Minimum of level 3