People Service Centre Administrator

City Facilities Management Ltd.; Glasgow; Hybrid; GBP 23,000 - 28,000; Full time

Benefits offered by this job

33 Days Holiday incl. BH

Private Pension

HealthShield Cashback Plan

OneCity – Employee Discount

Employee Value Awards up to £250

Costco Membership discounts

Mental and Physical Health Services

Electric Car Scheme

First Bus Commuter Club

Job summary

City Facilities Management Ltd. is seeking a People Service Centre Administrator in Glasgow. The role supports onboarding and employee relations, ensuring a reliable service for customers on a hybrid working pattern (4 days in office, 1 day at home).

The role involves maintaining the People System, verifying documents, GDPR compliance and liaising with payroll to ensure accurate HR data and timely processing of changes.

Qualifications

• Knowledge of administration practices and processes.
• Good understanding of Working Time Directive and UK Right to Work rules.
• Strong GDPR awareness and data handling.
• Excellent customer service and communication skills.
• Ability to manage time effectively and work under pressure.

Responsibilities

• Maintain accurate updates in the People System and upload documents for each staff member.
• Keep the People drive organized and avoid duplication.
• Create Cascade records for hourly staff and verify holiday balances.
• Follow up on missing documentation for hourly colleagues.
• Validate Right to Work documents for new starters.
• Process leavers and contract changes in the People System.
• Peer-check new starter entries and perform ad-hoc admin tasks.
• Communicate with peers, managers and payroll to ensure smooth service.
• Ensure GDPR compliance in all activities.

Skills

Administration

WTD

Right to Work

GDPR

Customer service

Communication

Time management

Under pressure

Job description

Job Title: People Service Centre Administrator

Location: Glasgow Head Office (Hybrid: 4 days office / 1 WFH)

Contract Type: Fixed Term Contract (6 months)

Working Hours: 37.5 Hours Per Week

Salary: £25,468.38 Total Salary + great company benefits

Job Purpose:

The Support Administrator is responsible for the processing of all people support administration activities, working with colleagues in onboarding and Employee Relations to ensure a reliable, first-class service is offered to all customers.

Key Accountabilities:

• Ensure the People System is updated consistently, accurately and all relevant documents are uploaded or each colleague.
• Ensure the People drive is used appropriately, avoiding duplication and streamlining where possible.
• Create Cascade records for hourly paid colleagues and complete the relevant checklist each time, ensuring holiday balances are accurate and uploaded correctly.
• Chase any non-compliance to ensure all hourly colleagues have all relevant documentation on file.
• Validate new starter Right to Work documentation.
• Process leavers on the People System.
• Process contract changes on the People System.
• Peer-check new starter entries.
• Ad-hoc administration tasks issued by your line manager.
• Build rapport with peers, managers, and the payroll department through consistent, confident and open communication.
• Ensure compliance with General Data Protection Regulations (GDPR) regulations.

Knowledge, Skills and Abilities

• Knowledge or previous experience working within administration
• Good working knowledge of Working Time Directive and UK Right to Work regulations
• Good working knowledge of General Data Protection Regulations (GDPR)
• Excellent customer service skills
• Excellent communication skills
• Time-management skills
• Ability to work under pressure

What We Offer:

At City, we take pride in supporting our colleagues with a fantastic range of exciting benefits designed to enhance both their professional and personal lives. From exclusive perks to valuable rewards, we're committed to ensuring our team feels valued, motivated, and empowered. Our benefits include:

• 33 Days Holiday (Inc. Bank Holidays)
• Private Pension
• HealthShield Cashback Plan - Reclaim part of your dental/optical costs.
• OneCity – Employee Discount Platform
• Employee Value Awards up to the value of £250
• Access to Costco Personal Membership Subscription
• Mental and Physical Health Services (Wisdom, Thrive, SkinVision)
• Electric Car Scheme (Criteria Applies)
• First Bus Commuter Club – Discounted Bus Travel

We are committed to being a menopause-friendly employer, creating an inclusive workplace where colleagues feel supported, valued and able to thrive at every stage of their career