Job Listing

HR Administrator

Location : guildford Employment type : FULL_TIME Expires : 2022-01-31 Salary range: £22,000 - £25,000

ACM is a specialist creative industries education provider with approximately 2,200 students on a range of FE and HE programmes in Music Performance, Creative Artist, Production, Technical Services and Business. Our creative and dynamic environment blends academic excellence and professionalism alongside leading-edge industry thinking and business innovation.

ACM’s Vision:

ACM will incubate potential and talent, supporting the personalised development needs of our students to facilitate a structured path from education to employment.

We provide a safe and supported space where creative talent and imagination can flourish in a caring environment. Barriers to learning are identified through a holistic and person-centred approach to unlock the potential of the individual, enabling personal growth through professional and academic development. Our core aim is for our students to enjoy lifelong sustainable careers underpinned by applied learning and a specialist, cutting-edge curriculum.

Therefore, our vision is to not only be the leader in applied, industry-connected, creative arts education but to also be the leader in care and support for mental health and other traditional barriers to learning, thereby driving up the standards expected within higher and further education.

ACM’s Mission:

To provide an immersive student experience, with a curriculum which is connected to the industry in real-time, based on a learning by doing ethos. Our core aim is to build confidence and self-awareness, providing students with the skills necessary to recognise and take opportunities.

Ultimately our mission is to enable students to fulfil their potential and enjoy a sustainable career within the creative arts industry.



To provide a full HR Administration service to the HR Department and to internal and external customers.



Inbox management

  • Managing and responding to emails in HR and Recruitment inbox escalating to the HR Officer where necessary
  • Hold thorough knowledge of the HR policies and directing team members to them as required
  • Signposting to other teams where needed (e.g myePayWindow queries and tax queries to payroll, login queries to IT)


Recruitment Administration

  • Posting job adverts on all recruitment sites and removing them once expired or fulfilled
  • Forwarding applications to line managers
  • Responding to indeed and linkedin applications requiring application forms
  • Confirming receipts of applications
  • Sending reference request emails and chase those outstanding on a weekly basis
  • Filing returned references and making line managers aware when individuals are ready to be interviewed
  • Sending interview confirmation emails
  • Attending interviews to take notes and act as Safer Recruit trained team member
  • Ensure interview feedback is obtained from line managers and that all successful or unsuccessful candidates have been communicated to with feedback within one week of interviews taking place
  • Keep a clear and up to date onboarding and recruitment tracker
  • Set up new starters on EduCare

Onboarding Administration

  • Sending new starter forms via email
  • Issuing DBS numbers for new starters via email
  • Obtain and keep record of entitlement to work for all new team members. Reaching out for new copies when expiry dates are reached for current team members.
  • Writing and sending contract documentation
  • Adding new starters to HRIS
  • Sending HMRC new starter forms to payroll
  • Make IT and Digital Education aware of new starters
  • Work with line managers to create first day plans and send first day plan emails to new starters

Employee Record Upkeep

  • Send DBS expiry emails for new checks to take place
  • Update HRIS in line with changes to role
  • Write and send variation to contracts

Employee Leaver Administration

  • Write and send confirmation of resignation letters
  • Update HRIS in accordance with leavers
  • Monitor no work for 12 months for casual workers, ending employments where needed
  • Ensure IT and Timetable team are aware of leavers and can shut down open accounts
  • Remove leavers from EduCare

Employee Engagement and Benefit Administration

  • Request eye test vouchers for employees
  • Respond to employee benefit queries


  • Employee data reports, regular and ad hoc to support business needs
  • Attend weekly HR Exec meeting acting as minute taker
  • Process DBS checks once ID and applications are obtained
  • Process Prohibition from teaching checks on a year basis
  • Attend investigation, disciplinary and grievance meetings acting as minute taker. Typing up minutes and distributing within 48 hours of the meeting taking place.
  • Write and send important dates cards
  • Assist in the administration of UK employment law changes


Key Performance Indicators (KPI’s):

  • Respond to or escalate all emails within the Hrrequests and recruit email boxes within 3 working days
  • Chase outstanding references on a weekly basis, making line manager aware as soon as all references are received for a role
  • On an offer of role being made, send new starter documents and DBS information within 24 hours of the offer being made
  • Ensure interview feedback is obtained from line managers and that all successful or unsuccessful candidates have been communicated to with feedback within one week of interviews taking place
  • Complete weekly chase emails for those with DBS checks approaching expiry
  • Ensure all teaching team members are processed for a renewed prohibition from teaching check between August 1st and September 30th each year
  • Ensure all meeting minutes are typed up and sent out with 48 hours of meetings having taken place
  • Check the no work for 12 months employees on a weekly basis, actioning as required
  • Ensure variation to contracts for National Minimum Wage are actioned on the same day as the alert is received (Monday, if this falls on a weekend).



Essential Qualifications

  • GCSE (or equivalent) English and Maths

Essential Experience

  • Proven experience within a HR Administrator role

Essential Skills

  • Outstanding interpersonal skills
  • Excellent organisational skills
  • Able to work flexibly and manage task simultaneously
  • Effective team player capable of building good working relationships with students and colleagues.
  • Ability to work consistently and accurately under pressure.
  • Proactive thinker, capable of working effectively under own volition.
  • Approachable, professional manner with clear and effective written and oral communication skills.
  • Confident IT skills
  • Strong communication skills, both verbal and written
  • Keen to pick up new skills and advance training in a wide range of areas to provide efficient support and resolve any problems that may arise.
  • Confident working from own initiative
  • Interest in HR and employment law
  • Experience using HRIS systems

Desirable Qualifications

  • Level 6 qualification (Degree or equivalent)

Desirable Experiences

  • Experience working in a HR administration role within an education, care, health or other high compliance industry


All ACM staff work to the same values which are:


To empower individuals from diverse backgrounds, to maintain accessibility, and provide an inclusive organisational culture.

Supportive environments

To provide environments that support personal and professional development through a holistic approach and bring the benefits of the creative arts to the wider community.

Agility and innovation

To provide an inspiring organisational culture that embraces innovation through openness, flexibility, creativity and self-evaluation.


To recognise the benefits of working closely with industry and others, to embrace new technologies, and to provide meaningful opportunities, in order to enhance learning.

Professional and academically strong standards

To provide state of the art professional environments, to inspire determination and enthusiasm, and ensure high professional and academic standards


Please be aware all ACM staff must undergo a Disclosure and Barring Service Check prior to starting. This will need to be renewed once every three years.


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.

ACM reserve the right to close job adverts earlier than the advertised end date where required based on volume of applications.


Apply for this job

To apply for one of our vacancies please download and complete an application form. Please note CVs cannot be submitted without a completed form.

Application Form

Application forms should be returned by the advertised closing date to or by post:

HR and Recruitment Team
The Academy of Contemporary Music
The Rodboro Buildings, Bridge Street, Guildford, Surrey, GU1 4SB

Please note some positions may be subject to a Disclosure and Barring Service check.

Each job advertisement will detail the closing date for applications. We regret that we are not able to accept applications received after this date. Once shortlisting has taken place, successful candidates will be contacted by the HR and Recruitment Team and invited to attend an interview.

Due to the volume of applications we receive for our vacancies, it is not possible to keep in touch with every applicant. Therefore we would ask you to assume that if you have not heard from us within 4 weeks of the advertised closing date, your application has not been successful on this occasion.