HR Assistant

Impact Arts And; Glasgow; Hybrid; GBP 26,000 - 27,000; Part time

Job summary

Impact Arts is seeking a part-time HR Administration Assistant to support the HR function in Glasgow. The role covers recruitment, induction of staff and volunteers, and maintaining employee records across systems, including PVG compliance and GDPR.

You will handle sessional staff contracts, coordinate inductions, and support the HR Manager with data in Breathe HR and Salesforce/SmartSuite, producing regular reports for senior management.

Qualifications

• Minimum 1 year experience in an administrative role, ideally within HR or a similar support function within the charity sector.
• Experience handling confidential and sensitive data.
• Experience with HR databases is desirable; full training will be provided.

Responsibilities

• Recruitment & Induction: assist with advertising vacancies, monitor inbox, organise interviews and inductions.
• Sessional staff: prepare contracts, manage recruitment, induction, PVG compliance, GDPR and records.
• Admin & Reporting: input data into Breathe HR, generate monthly reports for the SMT, keep Salesforce/SmartSuite records updated, and assist with GDPR compliance.

Skills

Microsoft Office

Communication skills

Interpersonal skills

Organisational skills

Discretion and confidentiality

Education

Office administration qualification or equivalent

Tools

Breathe HR

Salesforce

SmartSuite

Job description

Salary: £26,320 – £27,000 per annum (£15,792 pro rata for 22.5 hours per week, at the entry point of the salary scale)

Location: The Boardwalk, 105 Brunswick Street, Glasgow, G1 1TF

Travel: Travel may be required to other Impact Arts offices

Reporting to: HR Manager

Working hours: 22.5 hours per week over 3 days between Monday – Friday, exact days can be agreed

Duration of Contract: Initial fixed term contract for 12 months

Closing date: 9am on Wednesday 16th September 2026

To provide administration support to the HR function of Impact Arts across a number of key areas including recruitment and induction of staff and volunteers and maintaining employee records.

To be responsible for HR Administration relating to sessional workers, including supporting Programme Managers with the recruitment of sessional staff, volunteers and staff cover provision, the creation of contracts, maintaining accurate records on Salesforce/SmartSuite (or any other system) supporting with inductions and updating and distributing the Sessional Handbook.

Main Responsibilities

Recruitment & Induction

• To assist with recruitment tasks including advertising vacancies, monitoring the jobs@ inbox, administration relating to live vacancies and arranging interviews
• To organise all staff and sessional inductions and support with the scheduling of volunteer inductions
• To carry out HR inductions for new staff

Sessional Staff

• To prepare contracts for sessional staff, ensuring that these are completed in line with legal time requirements
• To be the point of contact for all HR admin relating to sessional staff. This includes recruitment, induction, PVG compliance, maintenance of personnel records, maintenance of sickness records and GDPR compliance
• To assist the Finance Administrator with any queries relating to sessional contracts, sickness and pay
• To update and regularly review the Sessional Handbook and distribute this to employees when required

Admin & Reporting

• To input data into Breathe HR, ensuring compliance in data retention and accuracy for reporting
• To support with PVG and Disclosure administration
• To create and distribute pension letters for relevant staff in a timely manner
• To ensure that all spreadsheets relating to staff annual leave and sickness are kept up to date (through Breathe HR)
• To provide monthly reports from Breathe HR to the Senior Management Team relating to staff annual leave
• To ensure that Salesforce/SmartSuite (or alternative) records with information relating to staff training, PVGs and Disclosures and Emergency Contact information are updated
• To run quarterly reports from Salesforce/SmartSuite & Breathe HR relating to staff records, and to flag key missing information to relevant staff
• To maintain the HR filing system and ensure that physical files are GDPR compliant
• To assist the HR Manager with GDPR compliance of electronic files, including within the jobs@ inbox and on SharePoint.
• To provide administration support to the Senior Management Team and Impacts Arts’ team where necessary to ensure efficiency and effective communication and support

Other

• To assist with the sourcing and organisation of internal/external training sessions
• To represent Impact Arts at events
• To participate in training, meetings and events as required
• To support and promote Impact Arts’ Values
• To carry out any other duties appropriate to the post and in line with the needs of Impact Arts

Person Specification

Impact Arts is looking for people with the following qualities, experience, knowledge and competencies.

• A minimum of 1 year experience in an administrative role, ideally within HR or a similar support function preferably within the community/charity sector or Qualification in office administration or equivalent
• Experience handling confidential and sensitive data
• Experience of the Breathe HR system or other HR databases is desirable, but full training will be provided

Qualifications & Experience

Technical Skills and Knowledge:

• Efficient IT skills including Microsoft Office
• Excellent communication skills, both oral and written
• Excellent interpersonal, organisational and planning skills
• Ability to handle sensitive and confidential information with discretion and professionalism
• Accurate worker, able to multi-task
• Energy and commitment
• Commitment to equality, diversity and inclusion
• Awareness of the importance of confidentiality
• Good memory for information, names and faces

Personal Skills & Qualities

• Ability to think strategically and imaginatively
• Approachable, empathetic manner
• Ability to develop good working relationships with staff at all levels
• Resilience when faced with a high workload, deadlines and/or stressful situations

Good luck!

Impact Arts is a community arts charity based in Scotland. Since 1994, we’ve been delivering creative arts and support programmes for children, young people, adults, families, and older people who are facing disadvantages or barriers to progress in life. Our mission is to tackle inequalities, address poverty, and transform lives through art and creativity.

A company registered in Scotland, no SC225422.
A registered charity, no SC032430.