Office Administrator

Osprey London; Great Gaddesden; On-site; GBP 24,000 - 32,000; Part time

Job summary

Osprey London is seeking an organised HR & Office Administrator to join our Great Gaddesden team. You will support the HR Assistant, HR Executive and HR Manager with HR and office administration, ensuring smooth day-to-day operations at Head Office and stores.

The role emphasises confidentiality, accuracy and timely processing of contracts, leavers, salaries and HR records. A proactive, flexible approach and strong communication are essential to thrive in this family environment.

Qualifications

• Background in administration with strong organisational skills.
• Ability to meet deadlines and follow processes.
• Experience with HR administration and confidentiality.
• Familiarity with Microsoft Office and HR systems.

Responsibilities

• Coordinate onboarding and leavers paperwork for Head Office and Stores.
• Prepare and file HR documents including amendments and salary letters.
• Maintain HR database and generate routine reports.
• Support recruitment administration and candidate communications.
• Monitor probation periods and annual appraisals reminders.
• Assist HR Manager/Executive with daily tasks.

Skills

Excellent organisation

Calm under pressure

Adaptable and flexible

Attention to detail

Confident communicator

Discretion and confidentiality

Problem solving

IT proficiency (MS Office & Teams)

Experience with AI in processes

Tools

Microsoft Office Suite

Teams

HR databases

Job description

The role:

Working within the HR office you will be supporting the HR Assistant, HR Executive and HR Manager with all relevant HR and Office administration.

Where:

Based at our stables in Great Gaddesden, our team enjoy working together - collaborating, sharing ideas and being part of a family at work. We believe in dynamic interaction and sharing a lunch table.

When:

Monday – Friday 9.00am to 5.30pm (37.5 hours).Part-time hours would be considered (with a minimum of 30 hours).

Your story so far:

With a background in administration, you have a real passion for being organised and efficient. Meeting deadlines is important to you, and you take real pride in your work. You like following processes and are committed to the smooth and efficient running of the department you work with.

Your character and skills will include:

• Excellent organisation skills - the ability to plan and prioritise whilst being deadline focused.
• Level-headed and unflappable - always remain calm and maintaining a sense of humour.
• Adaptable and flexible and able to deal with the inevitable changes and challenges.
• Consistently deliver high standards and service, with an eye for detail.
• Confident communicator, comfortable with written and verbal communication at all levels.
• Understands the importance of confidentiality and discretion, given the sensitive nature of HR.
• Solution provider, able to identify issues and recommend appropriate solutions and actions.
• Proficient with IT systems including Microsoft Office Suite and Teams; confident in learning new systems including HR databases. Experience in using AI to enhance the efficiency of processes, streamline systems and improve ways of working

Your main responsibilities will be:

• Coordinate the administration of new starters and leavers for Head Office and Stores, including preparation of employment contracts and other HR documentation.
• Prepare, issue and file all HR documentation including contract amendments, salary review letters, flagging missing/incomplete information.
• Maintain the HR database, ensuring accurate updates to employee records and producing routine reports where necessary.
• Assist in administration and coordination of all recruitment, formatting job descriptions, posting jobs, contacting candidates and maintaining the recruitment tracking process.
• Monitor probationary periods and annual appraisal cycle and ensure managers receive reminders.
• Support the ongoing review and improvement of HR policies and procedures and maintaining and developing the Employee Handbook.
• Manage the reference process for all new employees and former employees, ensuring all requested references are received.
• Update Microsoft Teams channels with relevant documentation and presentations.
• Monitor general department email inboxes, ensuring emails are responded to appropriately.
• Perform general admin tasks such as filing, photocopying, scanning and answering telephone calls.
• Liaison with external HR Support Partner (Citation and/or other) re any advice/support required
• Arrange birthday and work anniversary cards for Head Office employees to recognise and celebrate key milestones.
• Support the HR Manager and HR Executive in their daily tasks.

Supporting CEO and others

• Support the CEO with visa applications and self-declaration forms for travel.
• Arrange lunches and coffees for CEO meetings.
• Support CEO with ad hoc duties, including printing and personal admin, as needed.
• Assist Estate / Facilities Manager with any documentation necessary for fire testing, properties and managing company vehicles.

General Office Duties:

• Welcome all Visitors to the Osprey London Head Office ensuring a friendly and professional first impression.
• Ensure high standards of presentation and organisation are maintained throughout the Head Office environment, including the reception and signing in area.
• Manage DSE requirements for Head Office staff recording all responses and taking follow up action where necessary.
• Allocate Health & Safety training for all new starters and monitor progress.
• Liaison with external H&S Support Partner (Citation) regarding regular H&S visits and other support required
• Responsible for all stationery requirements as required along with the weekly food order.
• Organise regular facility services e.g. shredding collection, printer call outs etc.
• Ensure driving license checks are made for appropriate employees.
• Ad hoc administration tasks and projects when required.