Personal Assistant & HR Admin Assistant (Fixed Term Contract)

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.

37.5 Hours Monday - Friday

Hybrid Working - up to two days per week from home

Reporting to: Group HR Director

Position type: 12 Month FTC 

PA Accountabilities & Responsibilities 

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.

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.