Human Resources Administrator

Gaeltec Utilities; Irvine; Remote; GBP 24,000 - 28,000; Full time

Job summary

Gaeltec Utilities is seeking a proactive HR Administrator to provide day-to-day administrative support across recruitment, onboarding, employee records, attendance, payroll, and general HR processes. You will be a key contact for employees and managers, ensuring HR information is accurate and compliant with UK GDPR and company policies.

You will also handle accommodation administration, including housing allocations, move-ins/move-outs, and related documentation, while maintaining

Qualifications

• Previous HR or administrative experience.
• Good written and verbal communication skills.
• Good working knowledge of Microsoft Office 365.
• Strong organisational and administrative ability.
• High level of confidentiality, integrity and professionalism.
• CIPD Level 3 qualification or equivalent HR-related qualification, or willingness to work towards one.
• Previous experience within a utilities, construction, engineering or similar operational environment.
• Knowledge of UK employment legislation and HR best practice.
• Experience using HR, payroll or attendance management systems.

Responsibilities

• Provide day-to-day administrative support to the HR Manager and wider HR function.
• Maintain accurate and up-to-date employee records, electronic and paper based.
• Prepare HR documentation including letters, contracts and other correspondence.
• Monitor key employee dates, including probation periods, contract renewals and training requirements.
• Maintain HR records in line with UK GDPR and data protection requirements.
• Assist with recruitment and onboarding processes.
• Coordinate accommodation-related records and related admin where required.
• Support HR reports, audits and management information.

Skills

HR administration

Communication skills

Organisational skills

Confidentiality

Education

CIPD Level 3

Tools

Microsoft Office 365

Job description

We are currently looking for a HR Administrator to join our team. This role will provide day-to-day administrative support across recruitment, onboarding, employee records, attendance, payroll, employee welfare, training and general HR processes. The HR Administrator will be an important point of contact for employees and managers, providing professional and timely assistance with routine HR queries and ensuring that HR information and documentation is maintained accurately and in accordance with company policies, employment legislation and data protection requirements. The role will also provide administrative support in relation to employee accommodation where required, ensuring that housing records, allocations, move-ins, move-outs, maintenance issues and associated documentation are properly managed.

• Provide day-to-day administrative support to the Human Resources Manager and wider HR function.
• Maintain accurate and up-to-date employee records, both electronic and paper based.
• Ensure personnel files contain all required employment documentation.
• Maintain HR databases and systems, ensuring information is accurate and regularly updated.
• Prepare HR documentation including letters, contracts, variation letters, confirmation letters and other employee correspondence as required.
• Assist with the administration of company HR policies and procedures.
• Monitor key employee dates, including probationary periods, contract renewals, training requirements and other HR-related deadlines.
• Maintain confidentiality when dealing with employee information and sensitive HR matters.
• Ensure HR records are maintained in accordance with UK GDPR and company data protection requirements.
• Provide administrative assistance for HR reports, audits and management information.
• Provide administrative support throughout the recruitment and onboarding process.
• Ensure changes to employee details, roles, salaries, working arrangements and personal information are recorded promptly and accurately.
• Maintain records relating to holidays, sickness absence, attendance and other relevant employee information.
• Act as an initial point of contact for employees seeking assistance with routine HR queries.
• Respond to employee queries professionally and either resolve them within the scope of the role or refer them to the Human Resources Manager.
• Provide administrative support in relation to employee grievances, disciplinary matters, absence management and performance management processes.
• Promote a professional, respectful and supportive workplace culture.
• Maintain accurate records of employee accommodation allocations.
• Coordinate employee move-ins and move-outs.
• Maintain accommodation agreements, inventories, inspection records and associated documentation.
• Liaise with employees regarding routine accommodation queries.
• Coordinate reported maintenance issues with landlords, property managers, contractors or relevant internal departments and ensure they are followed up within appropriate timescales.
• Support the HR Manager in monitoring accommodation costs, occupancy and availability.
• Assist with the administration of employee training and development activities.
• Maintain awareness of changes to HR processes and legislation relevant to the role and elevate potential impacts to the Human Resources Manager.
• Prepare regular HR reports and management information as requested.
• Assist with monitoring employee numbers, starters, leavers, absence, holidays, turnover and other HR metrics.
• Identify trends, discrepancies or recurring administrative issues and raise them with the Human Resources Manager.

Qualifications Required

• Previous HR or administrative experience.
• Good written and verbal communication skills.
• Good working knowledge of Microsoft Office 365.
• Strong organisational and administrative ability.
• High level of confidentiality, integrity and professionalism.
• CIPD Level 3 qualification or equivalent HR-related qualification, or willingness to work towards one.
• Previous experience within a utilities, construction, engineering or similar operational environment.
• Knowledge of UK employment legislation and HR best practice.
• Experience using HR, payroll or attendance management systems.