HR Administration Assistant

Job summary

This role provides essential administrative and compliance support to the HR team, particularly in relation to referrals to external regulatory bodies. The postholder will be responsible for handling sensitive and confidential information, ensuring accurate documentation, and supporting a range of HR processes in line with legal, regulatory, and organisational requirements.
The successful candidate will work across multiple data sources, maintain excellent records, and contribute to the smooth delivery of HR operations through strong organisational, communication, and IT skills.
Roles & Responsibilities
•Support the HR team with referrals to external regulatory bodies, ensuring information is collated accurately, professionally, and within required timeframes. 
•Gather, review, and compile data from multiple sources, including HR systems, personnel files, emails, and investigation records, to support regulatory and compliance activity. 
•Redact sensitive and confidential information in line with data protection legislation (including UK GDPR), organisational policy, and regulatory requirements. 
•Assist with the preparation and formatting of formal correspondence, including referral documentation, outcome letters, references, and Terms and Conditions. 
•Create and manage mail merges and bulk communications to large volumes of staff using Microsoft Word and Excel, ensuring accuracy, consistency, and confidentiality. 
•Maintain accurate records, ensuring appropriate audit trails and version control are in place. 
•Liaise with HR colleagues and other departments to obtain information required for referrals and communications. 
•Provide general HR administrative support, including filing, scanning, diary management, data entry, note taking, and updating HR systems. 
•Assist with the organisation and maintenance of electronic and paper files in accordance with information governance and retention policies. 
•Respond to internal queries in a professional and timely manner, escalating issues where appropriate. 
•Ensure all work is carried out with a high level of confidentiality, professionalism, and attention to detail in line with HR and compliance standards.
Qualifications, Knowledge, Skills & Experience
The successful candidate will demonstrate a strong combination of education, skills, and practical experience to effectively support HR and compliance activities. They will have excellent organisational and communication abilities, a high level of attention to detail, and the ability to handle sensitive information with discretion. The role requires someone who can manage competing priorities, work to deadlines, and maintain accuracy while working across multiple systems and data sources.   Essential
•Good general level of education, including GCSE (or equivalent) in Mathematics and English. 
•Strong verbal and written communication skills. 
•Good record-keeping skills with the ability to interpret information accurately and report findings clearly. 
•Excellent listening and comprehension skills. 
•Good IT skills, including proficiency in Microsoft Office applications and internal systems. 
•Excellent organisational and time management skills. 
•Good numeracy skills. 
•Excellent attention to detail. 
•Ability to multitask and prioritise workload effectively. 
•Ability to meet deadlines and manage workload efficiently. 
•Ability to handle sensitive and confidential information with discretion. 
•Strong interpersonal skills and the ability to work collaboratively across teams.    Desirable
•Previous experience providing administrative support within an HR function. 
•Knowledge of HR processes, compliance requirements, or regulatory referral procedures. 
•Experience working with HR information systems and databases.   Safeguarding is everyone’s responsibility and therefore it is important that you are able to recognise the signs which may indicate possible abuse, harm or neglect in its different forms and know what to do if there are any concerns. All colleagues are required to attend safeguarding training appropriate to their role and to undertake additional training in associated areas. You also have the ability to seek appropriate advice and report concerns, including escalation if action is not taken.   At HC-One, kindness is more than a word. It is a belief that caring for people means caring about what matters most to them so we can support them to lead their best possible life.

To be able to provide the kindest possible care there are 5 qualities that everyone who is part of the HC-One team shows up with, supports and coaches in each other every single day. We call these 5 qualities Kindness the HC-One Way: We are curious and ask questions, look for clues and seek to understand. We are compassionate and try to walk in the shoes of others. We're creative yet practical, using our imagination to make things happen. We are courageous in how we support residents to live the life they want, and we can always be counted on.

We champion inclusivity, fostering a workplace where everyone feels valued and can be themselves. Our diverse and inclusive workforce allows us to learn from each other and better represent the communities we serve.

Our dedicated, professional colleagues strive to always deliver outstanding care – and we care about our talented teams too, supporting them in their professional and personal growth. We are committed to developing people that work for us through robust career pathways, CPD and post graduate programmes. 

What HC-One offer

Complimenting your salary, you will enjoy access to a huge variety of benefits and services to support your physical and psychological well-being and throughout your career we will invest in yo