Personal Assistant & HR Admin Assistant

LE-VELE SPAIN; Wythall CP; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading construction distributor is seeking a Personal Assistant & HR Admin Assistant for a 12-month fixed-term contract. This hybrid role involves providing support to the Group HR Director and managing various administrative tasks. The ideal candidate will have proven experience in administration, advanced skills in Microsoft Office, and excellent communication abilities. This position is based in Wythall, UK.

Qualifications

• Experience managing multiple projects in a high-volume, fast-paced environment.
• Ability to engage professionally and confidentially with colleagues at all levels.
• Demonstrated attention to detail and strong organisational skills.

Responsibilities

• Provide comprehensive administrative support to the Group HR Director.
• Assist with HR administration and system updates.
• Manage correspondence and support onboarding processes.

Skills

Proven experience as a Personal Assistant or Senior Administrator

Advanced proficiency in Microsoft Outlook, Excel, Word, and PowerPoint

Excellent written and verbal communication skills

Excellent time management skills

Exceptional organisational skills

Self-motivated and able to work independently

Education

CIPD qualifications

Job description

We have an exciting opportunity for a Personal Assistant & HR Admin Assistant to join our team ona 12 month Fixed Term Basis.

Hybrid working 3 days per week in the office and two at home.

This is a fixed-term contract to cover maternity leave, expected to last for 12 months, but may end earlier or later depending on the return date of the post-holder providing direct support to the Group HR Director whilst also providing HR Administration support. Additionally, proving help with general office administrative tasks, and also supporting engagement and charity events for the office.

Key responsibilities of our Personal Assistant & HR Admin Assistant will include:

• Provide comprehensive administrative support to the Group HR Director, including proactive diary management and coordination of travel and accommodation.
• Support the PA to the Group CEO & CFO as required.
• Organise meetings by liaising with internal and external attendees, arranging suitable dates, venues, and catering.
• Deliver on-site meeting support, including hospitality, visitor management, and IT/video conferencing assistance.
• Prepare high-quality board reports and presentations, sourcing information from a range of internal and external stakeholders.
• Coordinate quarterly Senior HR Forum meetings, managing venue bookings, accommodation, logistics, and agenda planning.
• Organise quarterly Colleague Forum meetings, from scheduling to attending as note-taker.
• Arrange and support Non-Executive Directors\' participation in business colleague committees alongside the Group HR Director.
• Manage daily distribution of registered office post, ensuring compliance with Group processes and correct departmental allocation.
• Complete monthly expense claims and credit card reconciliations for the Group HR Director, providing detailed breakdowns to the finance team and supporting sustainability data requirements.
• Process departmental invoices, ensuring appropriate approvals and accurate recharge documentation.
• Assist with general office management, including stationery orders and kitchen supply replenishment.
• Provide ad-hoc administrative support to the wider HR management team as needed.

Office Charity Committee

• Attend monthly meetings and fulfil individual action items.
• Assist in organising major annual events and ongoing activities throughout the year.
• Support and promote colleague engagement and wellbeing initiatives within the office.
• Manage the Charity inbox, responding to emails and facilitating access as required.

HR Administration Accountabilities & Responsibilities

• Deliver HR administrative support to the Group Head Office, including system updates and process improvements.
• Manage HR processes for new starters, leavers, and contractual changes, including system updates as necessary.
• Provide employee relations support, such as coordinating Occupational Health referrals and preparing formal HR correspondence.
• Assist with recruitment administration and colleague discount card management.
• Support HR projects and engagement surveys as required.
• Oversee Right to Work checks and ensure compliance with statutory requirements.
• Generate and analyse compliance reports throughout the year, working with department managers to ensure completion of mandatory training.
• Respond to reference requests and manage the probation completion process, including issuing letters.
• Administer the Cycle to Work scheme.

Inbox Management

• Monitor the HR inbox, triaging emails, responding to queries from Group colleagues, and providing People XD support.
• Manage the Grafton Careers inbox, issuing responses or directing applications to the relevant business recruitment teams.

What we are looking for in our Personal Assistant & HR Admin Assistant:

Essential Criteria

• Proven experience as a Personal Assistant or Senior Administrator.
• Advanced proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to engage professionally and confidentially with colleagues at all levels across the organisation.
• Excellent time management skills, with the ability to meet deadlines and effectively prioritise tasks.
• Demonstrated capability to manage multiple projects in a high-volume, fast-paced environment.
• Exceptional organisational skills and a keen attention to detail.
• Self-motivated, with the ability to work independently as well as collaboratively within a team.

Desirable Criteria

• Previous experience providing HR administration / system support.
• Relevant CIPD qualifications.

Click apply today to be considered or to find out more about the Personal Assistant & HR Admin Assistant role – we would love to hear from you!

Grafton Group plc is an international trade focused, multi-channel distributor of construction products. The success of the business is based on the quality of the products it distributes and the quality of the service it provides to its customers. The Group aims to build on its leading market positions in the UK, Ireland, The Netherlands and Finland and to grow internationally in distribution and related markets.