People Shared Service Assistant

MidKent College; Gillingham; On-site; GBP 26,000 - 30,000; Full time

Job summary

MidKent College is seeking a disciplined People Shared Services Assistant to join the busy People Team. You will handle recruitment onboarding, employee records, payroll changes and learning & development support, delivering timely, accurate administrative service across the employee lifecycle.

Strong Excel and organisational skills are essential. Working with colleagues across the College, you will maintain data quality, coordinate training and ensure compliant processes while providing a

Qualifications

• Has experience in an administrative or customer-focused role.
• Has excellent attention to detail and strong organisational skills.
• Is confident using digital systems and Microsoft Office, particularly Excel.
• Can manage competing priorities and work to deadlines.
• Communicates professionally and builds positive relationships.
• Uses initiative, solves problems and knows when to elevate.
• Is passionate about delivering a great employee and candidate experience.
• Previous HR/People experience is desirable but not essential!

Responsibilities

• Coordinate recruitment and onboarding processes, ensuring pre-employment and safeguarding checks are completed accurately and within agreed timescales.
• Liaise with candidates, recruiting managers and People Team colleagues to resolve queries and provide a professional recruitment experience.
• Prepare and issue offers, contracts and other recruitment documentation, ensuring information is accurate and appropriately authorised.
• Maintain accurate employee records across People and payroll systems and process employee and payroll changes within required timescales.
• Prepare contracts, contract variations, confirmation letters and other employee documentation, ensuring accuracy, confidentiality and compliance with College procedures.
• Produce routine reports and extract information from People systems to support payroll, management information and data quality.
• Coordinate key employee lifecycle processes, including starters, probation, contractual changes, transfers and leavers, ensuring records and required actions are completed accurately.
• Administer staff departures, including relevant documentation, exit interviews, termination information and annual leave calculations.
• Respond to routine People queries from employees and managers, providing accurate information and escalating more complex matters appropriately.
• Provide administrative support for College learning and development activity, including management development, apprenticeships, CPD and other training programmes.
• Coordinate training arrangements with internal and external facilitators, including bookings, joining instructions, attendance, materials, evaluations and certificates.
• Maintain accurate training records and support expenditure monitoring and invoice processing.
• Maintain accurate People Team information across relevant systems and support regular data quality checks and reporting.
• Support the maintenance of People Team information on the College and MKC Training intranet and other relevant communication channels.
• Identify and support improvements to People processes, systems and the employee experience, and provide guidance to employees and managers on People processes where appropriate.
• Support People Team projects, initiatives, events and communications, undertaking allocated activities and contributing to their successful delivery.
• Work collaboratively across the People Team and wider organisation, providing a professional, responsive and customer-focused service.
• Undertake any other reasonable duties consistent with the level and responsibilities of the post, as directed by the line manager.

Skills

Administrative experience

Attention to detail

Microsoft Excel

Organisational skills

Communication skills

Problem solving

Candidate experience

Tools

Microsoft Office

Job description

Application Deadline: 27 September 2026

Department: People Team

Employment Type: Permanent - Full Time

Location: Cross College (Maidstone & Gillingham)

Reporting To: Abi Tarbet

Compensation: £25,878 - £29,729 / year

Description

We're looking for an organised, proactive and customer-focused People Shared Services Assistant to join our busy People Team. You'll play an important role in delivering accurate and efficient People administration across recruitment and onboarding, employee records, payroll, contracts, employee lifecycle processes and learning and development. You'll work closely with employees, managers and colleagues across the organisation, providing a professional and responsive service while helping us continuously improve the way we deliver People Services.

Qualifications

• Has experience in an administrative or customer-focused role.
• Has excellent attention to detail and strong organisational skills.
• Is confident using digital systems and Microsoft Office, particularly Excel.
• Can manage competing priorities and work to deadlines.
• Communicates professionally and builds positive relationships.
• Uses initiative, solves problems and knows when to elevate.
• Is passionate about delivering a great employee and candidate experience.

Previous HR/People experience is desirable but not essential! We're looking for someone with the right skills, attitude and potential to succeed in People Shared Services.

Interviews to be held during the week commencing 12 October 2026.

Main Responsibilities and Duties

• Coordinate recruitment and onboarding processes, ensuring pre-employment and safeguarding checks, including references, DBS and right to work checks, are completed accurately and within agreed timescales.
• Liaise with candidates, recruiting managers and People Team colleagues to resolve queries and provide a professional and timely recruitment experience.
• Prepare and issue offers, contracts and other recruitment documentation, ensuring information is accurate and appropriately authorised.
• Maintain accurate employee records across People and payroll systems and process employee and payroll changes within required timescales.
• Prepare contracts, contract variations, confirmation letters and other employee documentation, ensuring accuracy, confidentiality and compliance with College procedures.
• Produce routine reports and extract information from People systems to support payroll, management information and data quality.
• Coordinate key employee lifecycle processes, including starters, probation, contractual changes, transfers and leavers, ensuring records and required actions are completed accurately.
• Administer staff departures, including relevant documentation, exit interviews, termination information and annual leave calculations.
• Respond to routine People queries from employees and managers, providing accurate information and escalating more complex matters appropriately.
• Provide administrative support for College learning and development activity, including management development, apprenticeships, CPD and other training programmes.
• Coordinate training arrangements with internal and external facilitators, including bookings, joining instructions, attendance, materials, evaluations and certificates.
• Maintain accurate training records and support expenditure monitoring and invoice processing.
• Maintain accurate People Team information across relevant systems and support regular data quality checks and reporting.
• Support the maintenance of People Team information on the College and MKC Training intranet and other relevant communication channels.
• Identify and support improvements to People processes, systems and the employee experience, and provide guidance to employees and managers on People processes where appropriate.
• Support People Team projects, initiatives, events and communications, undertaking allocated activities and contributing to their successful delivery.
• Work collaboratively across the People Team and wider organisation, providing a professional, responsive and customer-focused service.
• Undertake any other reasonable duties consistent with the level and responsibilities of the post, as directed by the line manager.

Application Requirements

To ensure compliance with safeguarding guidelines, all applicants must complete the application form in full. This includes providing:

• A full employment history from the time you left full-time education, with details of any gaps in employment explained.
• Information on all relevant education and qualifications.

Please note, incomplete applications will not be considered. Your co-operation helps us maintain the highest standards of safety and care for children and young people.