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Guidepost Trust Logo Guidepost Trust · Human Resources

People & HR Administrator

United Kingdom, Witney 10140.00 - 13520.00 GBP / Year · Job Posted April 11, 2026
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Job Description

To provide high-quality administrative, compliance, and systems support to the Head of People & Wellbeing across all employee and volunteer processes. This includes recruitment administration, onboarding, induction, training coordination, volunteer record management, and ensuring all HR and compliance documentation is accurate, up to date, and centrally stored. The role also oversees data hygiene and day‑to‑day maintenance of HR and volunteer records on systems such as SenseHR, CRM platforms, DSE recording tools, and training matrices.

Job Responsibility

  • Provide comprehensive administrative support across all HR and People processes
  • Ensure all employee and volunteer files (digital and physical) are accurate, complete, and audit ready
  • Maintain full compliance with DBS, Right to Work, training requirements, and mandatory documentation
  • Manage and update HR systems (SenseHR or equivalent), CRM, volunteer databases, and DSE compliance logs
  • Support the coordination and tracking of staff and volunteer training, including expiry checks, booking courses, and updating training matrices
  • Assist with recruitment, onboarding, induction, and leaver processes
  • Produce timely reports for the Head of People & Wellbeing as required (compliance, training, workforce data etc)
  • Coordinate end to end recruitment logistics (advertising roles, shortlisting administration, interview scheduling, interview packs)
  • Prepare offer letters, contracts, onboarding documentation, induction packs
  • Conduct and record all pre-employment checks including: DBS, Right to Work, ID cards, Employment history/reference verification
  • Set up new starters on HR and IT systems and maintain accurate volunteer onboarding records
  • Process leavers, ensuring all documents and systems are updated
  • Ensure all staff and volunteer files meet organisational and regulatory standards
  • Manage SenseHR, CRM, DSE logs and volunteer management databases — keeping all records complete and up to date
  • Ensure GDPR compliance in all handling of sensitive information
  • Regularly audit HR and volunteer records and chase missing documents
  • Track key compliance deadlines (DBS renewals, RTW checks, mandatory training)
  • Book internal and external training courses for employees and volunteers
  • Maintain training records, training matrices, and training expiry alerts
  • Liaise with training providers, managers, and new starters
  • Support the appraisal and ongoing performance development process
  • Provide training reports to managers as requested
  • Administer staff absences in line with policy, ensuring accurate recording
  • Maintain SharePoint folder structures and ensure consistent filing
  • Support HR projects, change initiatives, and people development programmes
  • Prepare standard letters, templates, and routine HR communications
  • Coordinate staff anniversary acknowledgements and key milestones
  • Act as a first point of contact for HR queries, escalating where appropriate

Requirements

  • High levels of discretion and trustworthiness with sensitive information
  • Excellent organisational skills and ability to manage multiple tasks
  • Strong written and verbal communication skills
  • Proactive, adaptable, and solutions‑focused
  • Strong attention to detail and accuracy in data management
  • Ability to work independently and collaboratively
  • Tact, diplomacy, and interpersonal sensitivity
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