People & Culture HR Admin & Records Specialist

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• Audit existing employee files and system records against an approved checklist; identify missing, incomplete, or outdated information.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

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.