Human Resources Administrator

University College School; Greater London; On-site; GBP 32,000 - 39,000; Full time

Benefits offered by this job

8 weeks of annual leave

Contributory pension scheme

Free lunch

On-site gym

Job summary

University College School in London is seeking a dedicated HR Administrator to support the HR Advisor with operational and recruitment duties across the Foundation. You will manage DBS and pre-employment checks, update central records, and draft HR documents with precision.

The role requires at least two years of admin experience, strong organisational skills, and excellent communication. CIPD qualification or progress is preferred.

Qualifications

• At least two years’ experience in an administrative role with a range of responsibilities.
• Excellent attention to detail and ability to work independently with minimal supervision.
• Excellent communication and interpersonal skills; professional at all levels.
• Ability to prioritise, manage deadlines and adapt to changing circumstances.
• Familiarity with MS Office, Google Workspace and learning new systems.
• CIPD qualification (or working towards) preferred; HR/recruitment exposure advantageous.

Responsibilities

• Update, maintain and monitor the Single Central Record for the Foundation; escalate noncompliance as needed.
• Update HR and SIMS databases with starters and leavers; ensure data accuracy.
• Act as gatekeeper and first point of contact for HR; greet visitors and handle staff queries.
• Draft contracts, salary letters and other HR documentation for the Foundation.
• Maintain personnel files (physical and electronic) and update changes in contracts or relations issues.
• Administer staff benefits alongside HR Advisor and assist with ad-hoc duties (census data, volunteers, trips).
• Coordinate recruitment: communications with hiring managers, advertising, interviews, references, DBS/online checks.

Skills

Attention to detail

Communication

Organisational skills

Team player

MS Office / Google Workspace

Education

CIPD qualification or working towards HR qualification

Tools

Applicant Tracking System

iTrent HRIS

Job description

University College School was founded in 1830 to promote principles of liberal scholarship. That remains our first and overriding aim. Intellectual curiosity, breadth of study and independence of mind combine to achieve academic excellence; they are not subordinate to it. UCS remains true to the liberal traditions of its founders and continues to work hard to foster independence of mind among its pupils, to value their individuality and to create a diverse and inclusive community. Academic results are excellent. Music and drama are very strong at UCS and the school offers an outstanding range of co-curricular activities and enrichment opportunities.

HR Administrator

We are looking for a dedicated HR Administrator to directly support our HR Advisor in delivering operational and recruitment support across University College School.

Key Responsibilities:

• Updating, maintaining and monitoring the Single Central Record for the Foundation, including escalation of noncompliance to colleagues.
• Updating the HR database and the SIMS database with starters and leavers.
• Acting as gatekeeper and first point of contact for the HR Department. This would include meeting and greeting department visitors and using initiative to manage staff queries before they are forwarded to the HR department.
• Providing administrative support for the Foundation; including drafting contracts, salary letters and other documentation.
• Maintaining physical and electronic personnel files for all UCS staff and contractors and updating as necessary with regards to changes in contracts, employee relation issues and other information.
• Providing information on and administering staff benefits alongside the HR Advisor
• Ad-hoc admin duties; school workforce census data, assisting with reading parent volunteers and student exchange trips.

Recruitment:

To provide administrative recruitment support across the Foundation and UCS Active. This involves the following aspects of the recruitment cycle, to include:

• Correspondence between the HR department and relevant hiring managers.
• Liaising with the foundation marketing team to ensure vacancies are advertised in a timely manner.
• Act as a primary point of contact for candidates throughout the recruitment process, providing timely, professional and appropriate communication.
• Coordinate and schedule interviews, managing associated logistics and ensuring candidates and interview panels have the necessary information in advance.
• Ensuring the return of all recruitment packs and making sure paperwork is completed and up to date.
• Conduct reference checks to verify employment history and qualifications of prospective employees.
• Conduct all pre-employment checks including DBS, medical, right to work, overseas and other online checks (social media) for prospective employees.
• Working with agencies and contractors to ensure they provide the required confirmation of checks for their staff.
• Process and issue ID badges for new starters.

The above list of duties does not represent an exhaustive list of duties and the HR Administrator may be required to assist with other requirements to support the HR team in performing their role within the foundation.

Person Specification

• At least two years’ experience in an administrative role with a range of responsibilities
• Ability to work independently with little supervision and comfortable with routine work.
• Excellent attention to detail
• Ability to prioritise and work under ever changing circumstances
• Articulate, accurate and efficient
• Ability to use own initiative, following a task through to a successful conclusion; alternatively, seeking out opportunities to make a contribution to the department and work with others
• Highly organised with the ability to organise others and to manage deadlines whilst maintaining high quality standards
• Excellent communication and interpersonal skills with the ability to act professionally at all levels
• Flexible, adaptable and able to multitask
• Team player
• ICT skills – Confident with MS office, Google work space and the ability to learn new systems.
• CIPD Qualified or working towards an HR qualification
• Experience in a HR or Recruitment role.
• Knowledge of the ISI regulations, Equality Act and GDPR 2018.
• Knowledge of administering pre employment checks such as DBS, overseas, references etc.
• Knowledge of UK Visa Points-based Immigration System
• Experience using an Applicant Tracking System
• HRIS Systems (iTrent)

Salary and Benefits

The salary for this position is £35,000.

• 8 weeks of leave (inclusive of bank holidays and close down period over Christmas and Easter)
• Contributory staff pension scheme
• Lunch is provided for free
• There is a subsidised gym on site

Arrangements for the Appointment

The closing date for applications is 12pm on Thursday 1st October 2026. However, please note that we reserve the right to interview and appoint at any stage during this process; early applications are therefore very welcome.

University College School is fully committed to safeguarding and promoting the welfare of children. The successful applicant will be required to undertake an Enhanced DBS check before commencing employment. This is a requirement as the position is within a school working with children aged under 18. UCS will also undertake its own recruitment checks through contact with previous employers, and others, to confirm applicants' identities and their professional records.