HR Administrator - ACM Guildford - ACM
12 Feb 2019

HR Administrator – ACM Guildford


Role:                            HR Administrator       

Purpose:                     To provide a full HR Administration service to the HR Department and to internal and external customers, acting as a first point of contact for all HR queries.

Reports to:                  HR Manager   


Daily HR Administration

  • Responsible for the end to end management of the new starters process. This includes the issuing of new starter emails, ensuring that DBS checks, safeguarding training and systems set up are complete, that new starters are entered onto the HRIS database in advance of payroll run.
  • Responsible for administration management of the leavers within the business. This includes acknowledging resignations, booking and conducting exit interviews where necessary, calculating any leave and / or pay entitlement, completing the leaver checklist, liaising with ACM’s payroll provider and issuing of the employees P45
  • To update and maintain all electronic employee files, including holidays, absences, starters & leavers, benefits and equality & diversity.
  • To prepare all letters or contracts for any changes to employee terms and conditions in line with current policies and Executive Council sign off.
  • To handle all administration of maternity/paternity queries and liaise with the payroll department to ensure all processes are adhered to.
  • To support the implementation of HR Processes as required by the Executive Chairman. This will involve interpreting data to ensure all policies/processes are up to date.
  • To prepare as required, management reports on employee related data to assist with the management and development of staff.
  • Working closely with the Payroll Coordinator to ensure pension administration is compliant and up to date.
  • First point of contact for the HR & Recruitment Email accounts, to escalate to Hiring Managers where necessary.
  • To provide general administration support for the HR Department, including filing, scanning, telephone answering, photocopying and emails.

HRIS System Input / System Development

  • Populate and maintain accurate, reflective and up to date HRIS employee records
  • Feedback all necessary troubleshooting to the IT team with a view to preventing system quirks, errors and any double handling


  • To provide administrative support to the recruitment process including
  • Placing of advertisements
  • Liaising with recruitment agencies where necessary
  • Managing candidate correspondence including invitations to interview
  • Working with the Hiring Manager as the point of Contact for any candidate queries during the recruitment and selection process.
  • Preparation of selection documentation for managers including printing/copying of application forms and interview questions.
  • Working with the Executives within the business to produce offer letters and employee contracts.
  • To ensure all new starter paperwork is completed and relevant information provided to the payroll coordinator for processing.


  • To provide information and liaise with the payroll coordinator to ensure all relevant paperwork is up to date.


To maintain appropriate confidentiality of information relating to the Company and its staff and maintain compliance with the Data Protection Act and GDPR regulations.

  • Minuting of all meetings as required. Updating all Employee Files with any relevant information in line with the Executive Chairman’s requirements.
  • Providing administrative support to ACM’s Directors, as required
  • Any other duties as required.


Person Specification                                                                                   


  • Relevant Educational degree in Business Administration, Human Resources or relevant area.
  • CIPD membership (working towards) is highly desirable.
  • Strong IT skills, ideally with G Suite.
  • Well developed interpersonal skills and able to deal with colleagues at all levels.
  • Able to work appropriately with confidential and sensitive information.


Essential                      Minimum of 1 year working as an HR Administrator

Desirable                      Experience of Further Education/ Higher Education

Personal Skills & Abilities

Desirable          Sound commercial awareness and a bigger picture mentality

This job purpose reflects the core activities of the post. As the Department and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. ACM expects that the post-holder will recognise this and will adopt a flexible approach to work.  This could include undertaking relevant training where necessary.  Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

To apply for this role please download the application form below and send to

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