Administrative Assistant Hr

Civic Recruitment Limited; Chelmsford; On-site; GBP 31,100 - 32,000; Full time

Benefits offered by this job

Hybrid working

Immediate start

Bi‑weekly pay

Job summary

Civic Recruitment Limited is seeking an Administrative Assistant HR for a 3‑month contract in Chelmsford. The role provides comprehensive admin support to the Operational HR Team, including job evaluation processes, records management and a range of HR system tasks.

The ideal candidate will handle confidential information with professionalism and demonstrate strong organisational skills. The position is hybrid, offering three office days and two days remote work, with a bi-weekly pay cycle and a

Qualifications

• Essential: GCSE English and Maths; experience in administrative support.
• Desirable: Business Administration or HR Administration qualification.

Responsibilities

• Organise and coordinate Job Evaluation Panels and arrange manager attendance.
• Maintain HR systems, records and intranet/SharePoint pages.
• Provide comprehensive administrative support to the Operational HR Team.
• Handle correspondence, files, records and documentation; take accurate minutes.

Skills

Administrative support

Microsoft Office

Data protection

Confidentiality

Minute taking

Education

GCSE English and Maths

Business Administration

Tools

Excel

Word

Outlook

PowerPoint

Job description

Administrative Assistant HR – 3 Month Contract

Location: Chelmsford

Rate: £16.16 per hour (Umbrella)

Working Pattern: Hybrid – 3 days office‑based, 2 days home working

Contract: Temporary (3 Months)

Pay: Bi‑weekly

Desirable Requirement:

• Previous public sector, police force, or local authority HR experience is highly desirable.

Summary

This 3‑month contract role involves providing comprehensive administrative support to the Operational HR Team, ensuring the efficient delivery of HR services and processes. The role is crucial for supporting job evaluation activities, maintaining HR systems and records, coordinating meetings, managing documentation, and offering general administrative assistance across various HR functions. The position demands excellent organisational skills, attention to detail, and the ability to handle confidential information with professionalism.

Responsibilities

• Job Evaluation Support
  • Organise and coordinate Job Evaluation Panels.
  • Arrange manager attendance and distribute relevant documentation.
  • Issue formal notifications of panel outcomes to stakeholders.
  • Maintain a comprehensive library of role profiles and job evaluation records.
  • Ensure an accurate audit trail of all amendments and updates.
• Job Analysis & Documentation
  • Allocate job analysis requests to appropriately trained staff.
  • Arrange interviews and meetings as required.
  • Liaise with managers and HR Advisors regarding amendments to job description questionnaires.
  • Produce accurate, agreed, and signed documentation within agreed timescales.
  • Ensure compliance with HR policies and procedures.
• HR Systems & Database Administration
  • Maintain and update HR systems, databases, and competency frameworks.
  • Update intranet and SharePoint pages with approved changes.
  • Produce role requirements from approved job descriptions.
  • Maintain accurate records and audit trails of all changes.
  • Administrative Support
    • Provide comprehensive administrative support to the Operational HR Team.
    • Manage correspondence, files, records, and documentation.
    • Gather information and undertake research as required.
    • Organise meetings and prepare agendas and supporting papers.
    • Take accurate meeting minutes and record actions.
  • Reporting & Data Management
    • Create, maintain, and update spreadsheets and management information reports.
    • Support pay and benefits administration through accurate reporting.
    • Assist with the preparation of Word documents, reports, and PowerPoint presentations.
    • Maintain accurate records and performance information.
  • Customer Service & Communication
    • Handle telephone and email enquiries professionally and confidentially.
    • Respond to internal and external enquiries appropriately.
    • Take messages and direct enquiries to the relevant department.
    • Maintain confidentiality when dealing with sensitive HR matters.
  • Grievance Administration
    • Maintain grievance administration systems and records.
    • Log, acknowledge, and distribute grievance documentation.
    • Liaise with senior HR colleagues regarding grievance allocation.
    • Ensure all electronic and manual records are maintained accurately and can be retrieved when required.
    • Support the effective management and monitoring of grievance processes.

  Requirements

  • Qualifications
    • Essential: Good standard of education, including GCSE English and Mathematics (or equivalent).
    • Desirable: Qualification in Business Administration, HR Administration, or a related discipline.
  • Knowledge
    • Essential: Understanding of administrative processes and office procedures; knowledge of maintaining accurate records and databases; understanding of confidentiality and data protection requirements.
    • Desirable: Knowledge of HR processes and procedures; understanding of competency frameworks and job evaluation processes; familiarity with public sector or police force HR environments.
  • Experience
    • Essential: Experience in an administrative support role; proficiency in Microsoft Office applications (Excel, Word, Outlook, PowerPoint); experience maintaining spreadsheets and databases; organising meetings and taking accurate minutes; handling confidential information.
    • Desirable: Previous HR administration experience; experience in public sector, police force, or local authority; supporting grievance or employee relations processes; maintaining financial or management information systems.
  • Skills & Competencies
    • Excellent organisational and time‑management skills; strong administrative capabilities; high attention to detail; excellent written and verbal communication skills; ability to prioritise workloads and meet deadlines; strong IT and data management skills; ability to work independently and use initiative; professional and confidential approach to sensitive information; strong customer service and interpersonal skills.
  • Other Requirements
    • Ability to manage multiple priorities and interruptions effectively.
    • Ability to work independently when required.
    • Commitment to maintaining confidentiality at all times.
    • Flexible and professional approach to work.

  Additional Information

  • This is a 3‑month temporary contract.
  • Rate: £16.16 per hour (Umbrella).
  • Hybrid working – 3 days office‑based, 2 days home working.
  • Pay is provided on a bi‑weekly basis.
  • Previous public sector, police force, or local authority HR experience is highly desirable.
  • Opportunity to support a busy Operational HR function.
  • Immediate start available.