People & Culture Assistant

Montcalm Collection; Greater London; On-site; GBP 24,000 - 32,000; Full time

Job summary

Montcalm Collection is seeking an organized HR administration assistant to support the HR Back to Basics project. You will establish complete employee records, maintain accurate systems and ensure strong controls across the collection.

You will audit files, manage an action tracker, collect missing documents and help payroll with month-end tasks, while upholding confidentiality and best-practice data handling.

Qualifications

• Experience in HR administration, records management or a busy administrative environment.
• Strong attention to detail, organisation and follow-through, with confidence reconciling information and maintaining Excel trackers.
• Discretion and an understanding of secure handling of personal information; Fourth and Harri experience is desirable; training can be provided.
• A practical interest in HR and improving the employee experience; CIPD study welcome but not essential.

Responsibilities

• Audit existing employee files and system records against an approved checklist; identify missing, incomplete, or outdated information.
• Maintain a secure action tracker with issues, owners, due dates, progress and evidence of completion.
• Collect missing documents and reconcile employee details, role, reporting line and start date.
• Update Fourth and approved employee records; support Payroll with month-end reconciliation and reporting.
• Standardise file naming and document templates for easy retrieval.
• Handle employee information confidentially; escalate data errors or disclosures promptly.
• Prepare weekly progress updates and organize follow-up meetings; maintain action notes.
• Identify recurring data issues and suggest improvements to prevent them.

Job description

About Montcalm Collection

At Montcalm Collection, we believe that timeless style and genuine hospitality are more than just values, they're a way of life. Our people are the heart of our hotels: passionate individuals working together as a team, united by an unwavering commitment to providing first-class personal service.

Our collection spans some of London's most storied buildings, from elegant Georgian townhouses and an 18th-century brewery to a historic head office and a contemporary architectural landmark. Each hotel has its own unique story and, within every one, our team creates unforgettable experiences for our guests.

While our walls speak of history, it's our people, their ambition and their creativity that shape our future. Join us and become part of a culture that celebrates individuality, nurtures potential and upholds the very highest standards of the art of hospitality.

Purpose of the Role

Provide focused administrative support for the HR Back to Basics project, helping the People & Culture team establish complete employee records, accurate systems and reliable administrative controls across the collection. Identify gaps, follow up outstanding information, make authorised corrections and maintain clear evidence of progress.

Represent Montcalm Collection and its values of Belonging, Sensitivity, Wellbeing, Changemaking and Sustainability with professionalism, warmth and care.

Employee Records and Audit Actions

• Audit existing employee files and system records against an approved checklist; identify missing, incomplete, inconsistent or outdated information.
• Maintain a secure action tracker with the issue, responsible owner, due date, progress and evidence of completion. Follow up with managers and colleagues respectfully and elevate delays.
• Collect missing documents and reconcile employee details, role, reporting line, employing entity, start date, contractual hours and approved terms against verified source records.

Systems Accuracy and Document Control

• Update Fourth and approved employee records following the agreed checking and authorisation process; retain evidence of changes and refer conflicting information for resolution.
• Support Payroll with month-end reconciliation, reporting and administration.
• Help standardise file naming, folder structures, document versions and approved templates so records can be located and checked easily.
• Handle employee information confidentially through authorised systems, access controls and retention arrangements. Escalate suspected data errors or inappropriate disclosure promptly.

Reliable Processes and Project Delivery

• Help document practical checklists and administrative handovers, testing them with the existing Coordinators and hotel managers before approval.
• Prepare concise weekly progress updates covering completed actions, overdue items, recurring problems and decisions needed.
• Support managers to provide accurate information and use approved forms. Arrange project follow-up meetings and maintain action notes.
• Identify repeated causes of missing or incorrect information and suggest improvements that prevent the same issues recurring.

Skills and Experience

• Experience in HR administration, records management or a busy administrative environment; hospitality or multi-site experience is helpful.
• Strong attention to detail, organisation and follow-through, with confidence reconciling information and maintaining Excel trackers.
• Clear, considerate communication and the confidence to request missing information and flag concerns early.
• Discretion and an understanding of secure handling of personal information. Fourth and Harri experience is desirable; training can be provided.
• A practical interest in HR and improving the employee experience. CIPD study or equivalent learning is welcome but is not essential.

Working Arrangements and Review

Full-time, office-based role, with hotel visits as required. Hours and contract arrangements will be confirmed separately.