People & Business Support Specialist

Instagroup; Arborfield Green; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Competitive salary

12% bonus scheme

25 days’ annual leave (28 after 5 yrs)

Medicash healthcare and life insurance

Job summary

InstaGroup, a leading installer of energy efficiency and renewable solutions, seeks a People and Business Support Assistant to ensure accurate HR administration, onboarding, payroll data and office coordination. Reporting to the Office Manager, you will manage employee records, assist recruitment, events and marketing material coordination.

You will support building administration, staff activities and cross‑team communications, contributing to efficient, compliant operations and positive

Qualifications

• Experience in administration, people support, office coordination or a similar business support role.
• Strong attention to detail, with experience maintaining records, checking information and keeping systems accurate and up to date.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, Word, PowerPoint and Teams.
• Confidence maintaining spreadsheets, tracking deadlines and preparing clear, accurate reports.
• An understanding of confidentiality and the discretion required when handling employee, payroll and business information.
• Good written and verbal communication skills, with the ability to prepare professional documents and proofread materials.
• Strong planning, organisational and time management skills, with the ability to manage competing priorities across different teams.
• A willingness to support a varied workload, including office administration, staff activities and practical marketing coordination.

Responsibilities

• Maintain confidential employee records, HR systems and trackers, ensuring information is accurate, complete and up to date.
• Coordinate recruitment administration, including interview arrangements, approved offer documentation and pre-employment paperwork.
• Support onboarding and leaver processes, coordinating documentation and practical arrangements with the relevant teams.
• Track holiday, absence, probation reviews, training and other key dates, following up with managers when information or action is due.
• Prepare routine employee letters and documents using approved templates, and maintain organised policies, forms and records.
• Respond to routine staff queries and refer sensitive or complex matters to the appropriate manager or HR adviser.
• Collect and check approved payroll changes, starter and leaver details, absence information and other agreed inputs before Finance deadlines.
• Maintain spreadsheets and produce clear, accurate reports on headcount, absence, training and other agreed measures.
• Resolve missing or inconsistent information with the relevant teams, maintaining a clear record of updates and approvals.
• Support purchase orders, invoice queries, supplier records and cost trackers for office, people and marketing activities, within agreed approval limits.
• Assist the Office Manager with day-to-day building administration, supplier bookings, maintenance records and follow-up actions.
• Help coordinate staff events, meetings and office activities, including bookings, refreshments, materials and internal communications.
• Support exhibitions, customer events and marketing campaigns by organising materials, bookings, supplier arrangements and other practical requirements.
• Coordinate promotional merchandise, printed materials and marketing stock, including obtaining quotes, placing approved orders and arranging deliveries.
• Assist with preparing, proofreading and updating presentations, brochures, newsletters and other marketing materials, using approved content and brand guidelines.
• Identify practical improvements to administrative processes, helping teams maintain accurate information and work efficiently.

Skills

Administration

People support

Office coordination

Excel

MS Word

PowerPoint

Confidentiality

Communication

Time management

Attention to detail

Tools

MS Office

Job description

InstaGroup, a leading installer of energy efficiency and renewable solutions, seeks a People and Business Support Assistant to ensure accurate HR administration, onboarding, payroll data and office coordination. Reporting to the Office Manager, you will manage employee records, assist recruitment, events and marketing material coordination.

You will support building administration, staff activities and cross‑team communications, contributing to efficient, compliant operations and positive