HR Administrative Assistant – 1-year fixed term contract

Rothschild Foundation; Waddesdon; On-site; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Complimentary tickets to Waddesdon

Staff Card – National Trust benefits

Pension up to 10% matched

Annual leave 25 days + holidays

Health and wellbeing support

Cycle to work scheme

Job summary

Rothschild Foundation in Waddesdon is seeking an organised HR Administrative Assistant for a 1-year fixed-term contract. You will support the employee journey, coordinate recruitment activity, maintain records, and assist with HR workflows across the organisation.

You will work closely with the Senior HR Manager and Payroll & Rewards Manager, handling confidential information with discretion and helping with onboarding, training events and HR reporting.

Qualifications

• At least two years’ administration experience.
• Proficiency in Microsoft Office, particularly Word, Excel and Outlook.
• Strong organisational skills with the ability to plan, prioritise and manage a varied workload.
• Excellent attention to detail and accuracy when preparing documents, maintaining records and handling data.
• High level of integrity and discretion when working with confidential and sensitive information.
• Professional, warm and clear communication style, with the ability to manage expectations and respond to enquiries with patience and good humour.
• Confidence working with HR systems, databases or employee records, or willingness to learn.

Responsibilities

• Prepare and issue employee paperwork as required, including offer letters, contracts, payroll data capture documents.
• Support the SHM with absence management administration and produce reports as required.
• Maintain accurate employee records in the HR management system, including scanning documents, uploading files, and keeping employee information up to date.
• Accurately record detailed and confidential notes for sensitive employee relations meetings.
• Assist with confidential case administration, including coordinating meetings, preparing invite letters and managing diary scheduling.
• Monitor and coordinate HR inbox traffic, responding to routine queries and escalating matters to the SHM where appropriate.
• Support recruitment administration, including editing role profiles, posting vacancies, arranging interviews and maintaining vacancy information, and ensuring recruitment managers correspond with both successful and unsuccessful candidates.
• Redact applications as required and organise DBS or security clearance checks for new starters where applicable.
• Support and attend external recruitment events as required.
• Prepare new starter welcome packs and liaise with line managers when items are ready to collect.
• Support HR and Payroll records compliance, including documentation retention, audit preparation and secure destruction in line with the organisation retention schedule.
• Assist with setting up training, staff events, and leaving events, including invitations, RSVP tracking, and attendance coordination.
• To organise and coordinate Waddesdon Welcome, participating in the delivery. i.e monitoring attendance, accompanying new staff and volunteers on the tour etc
• Support monthly administrative processes, including credit card expense processing and other HR team tasks as needed.

Skills

Administration

Microsoft Office

Organisational skills

Attention to detail

Integrity/Discretion

Communication

HR systems

Tools

Microsoft Office Suite

Job description

HR Administrative Assistant – 1-year fixed term contract

The Role:

We are looking for a professional, organised and proactive HR Administrative Assistant to provide high-quality administrative support across the employee journey at Waddesdon. Working closely with both the Senior HR Manager and Payroll & Rewards Manager, this role will help coordinate day-to-day HR processes, support recruitment activity, maintain accurate employee records, and provide warm, responsive support to colleagues and managers across the organisation.

What you will do:

You will support the HR team with a broad range of administrative tasks, from preparing employee paperwork, maintaining HR records and coordinating recruitment activity, through to supporting absence management reporting, training events and sensitive employee relations administration. You will help keep HR workflows organised and accurate, ensuring confidential information is handled with care and that queries are progressed or escalated appropriately.

Key Responsibilities include but are not limited to:

• Prepare and issue employee paperwork as required, including offer letters, contracts, payroll data capture documents
• Support the SHM with absence management administration and produce reports as required
• Maintain accurate employee records in the HR management system, including scanning documents, uploading files, and keeping employee information up to date
• Accurately record detailed and confidential notes for sensitive employee relations meetings
• Assist with confidential case administration, including coordinating meetings, preparing invite letters and managing diary scheduling
• Monitor and coordinate HR inbox traffic, responding to routine queries and escalating matters to the SHM where appropriate
• Support recruitment administration, including editing role profiles, posting vacancies, arranging interviews and maintaining vacancy information, and ensuring recruitment managers correspond with both successful and unsuccessful candidates
• Redact applications as required and organise DBS or security clearance checks for new starters where applicable
• Support and attend external recruitment events as required
• Prepare new starter welcome packs and liaise with line managers when items are ready to collect
• Support HR and Payroll records compliance, including documentation retention, audit preparation and secure destruction in line with the organisation retention schedule
• Assist with setting up training, staff events, and leaving events, including invitations, RSVP tracking, and attendance coordination
• To organise and coordinate Waddesdon Welcome, participating in the delivery. i.e monitoring attendance, accompanying new staff and volunteers on the tour etc
• Support monthly administrative processes, including credit card expense processing and other HR team tasks as needed

You will be a great fit if:

You are a highly organised administrator who enjoys creating order, keeping processes moving and supporting others with patience and professionalism. You will bring excellent attention to detail, a warm and approachable communication style, and the confidence to handle sensitive information discreetly. You will be proactive, reliable and able to manage competing priorities, while working as part of a close-knit and supportive HR team

You don’t need extensive HR experience for this role – you may be at the beginning of your HR career or looking to take your first step into HR. What matters most is your enthusiasm for developing your knowledge and skills, your willingness to learn and your commitment to providing a great service. As part of the role, we are happy to support and fund you to complete your CIPD Level 3 qualification during your one-year contract, giving you the opportunity to build a strong foundation for a career in HR.

Your areas of knowledge and expertise that matter for this role:

To help us select candidates for interview, we will be looking for evidence of the following experience and skills within your application:

• At least two years’ administration experience
• Proficiency in Microsoft Office, particularly Word, Excel and Outlook
• Strong organisational skills with the ability to plan, prioritise and manage a varied workload
• Excellent attention to detail and accuracy when preparing documents, maintaining records and handling data
• High level of integrity and discretion when working with confidential and sensitive information
• Professional, warm and clear communication style, with the ability to manage expectations and respond to enquiries with patience and good humour
• Confidence working with HR systems, databases or employee records, or willingness to learn

Additional Requirements:

The safety and wellbeing of children, young people, and vulnerable adults are of the utmost importance for any role at the Rothschild Foundation, Waddesdon Manor.Consequently,this position may require a basic or enhanced Disclosure and Barring Service (DBS) check to uphold the safety and security of all our guests,staffand volunteers.

Rewards for working with us:

• We are proud of where we work and want to share Waddesdon Manor with family and friends by offeringa number ofcomplimentary tickets to the house and grounds.
• Waddesdon Manor Discounts– 50% discount in the food-to-go outlets at the Manor. 20% in the Manor gift shop and restaurant, Stables Café, Five Arrows Hotel, and The Bow Pub. 20% discount on special event tickets made available to staff.
• Staff Card–A National Trust staff card entitles two adults and children under 18 years of age free admission to all National Trust properties and 20% discount in NT retail and catering outlets.
• Annual Leave–On starting with us, you will receive 25 days annual leave per year plus 8 public holidays pro-rata. Stay with us for 3 years and this rises to 28 days, 30 days after five years and 32 days after 10 years.
• Sick pay–If you become ill, one week of sick pay during your first 3 months. This rises to a maximum of 3 months full pay within a rolling 12-month period.Afterfour years youalsoreceive a further 3 months at half pay in the rolling 12-month period.
• Pension–We will top up your pension by matching any contribution you make, up to 10% of your basic salary.
• Income Protection–on completing one year ofcontinuous service, income protection may be available at 50% of basic salary for a maximum of 5 years.
• Life Assurance–a lump sum of 4 timesbasically annualsalary is payable upon deathin service.
• Long Service Awards– every 5 years of service, you are invited to a celebration to recognise your contribution to the organisation. A cash sum is awarded as a thank you.
• Mental Health and Wellbeing Support–access to a wellbeing platform and fully funded 1:1 counselling service.
• Enhanced Maternity Pay– after 12 months of continuous service, you can choose 13 weeks of maternity leave at full pay followed by 26 weeks statutory pay.
• Enhanced Paternity Pay– after 12 months of continuous service, you may take 3 months of paternity leave at full pay.
• Eye Care–eye care vouchers for employees who are DSE users.
• Flu Jabs–free flu jabs in October.
• Travel–Cycle to Work Scheme, Season Ticket Loan for train or bus, Octopus Electric Vehicle Scheme.
• Deposit Loan Scheme– financial support to go towards a private rental deposit.
• Access to Perk at Work–access to exclusive discounts from hundreds of retailers, and up to 55% off cinema tickets.
• Memberships–20% discount on newNuffieldgym memberships. 15% off Hartwell Spa Memberships and treatments, and 15% off food in the restaurant.

Workplace adjustments:

We work closely with employees to help them work at their best, includingmaking adjustmentssuch as flexible working,compressed hours,providing equipment or changes to the workplace, where possible.

EDI

At the Rothschild Foundation, we place Equality, Inclusion and Diversity at the core of our values.We strive to be anorganisationthat actively addresses inequality and prejudice while fostering a truly anti-racist culture. Our approach is centered on meaningful andequitablesupport and development for you and others throughout your time with us. We are committed to providing an environment free from discrimination, where every team member feels valued,respected,and has a true sense of belonging.

Application:

The vacancy advert may be taken down from job boards earlier than the stated deadline if a high standard of applications is received.

We welcome applications from everyone and particularly encourage applications from people from an ethnic minority background, and people with a disability to help us achieve a balanced representation in our workforce, especially at senior grades.

To reduce bias in our shortlisting process, we operate an anonymised application process.

All candidates invited to interview have the opportunity to request adjustments to the recruitment process when scheduling your interview, for example accessible parking, communication support or breaks. To support all candidates to perform their best at interview, we send questions 24 hours in advance.

Closing Date:midnight, 13 September 2026

Interview Date:Friday 25 September 2026

If you apply for this role and are selected to interview, here is what you can expect:

• Round 1: In-person interviewwith the Senior HR Manager and Payroll & Rewards Manager