Job Listing

HR Senior Administrator

Location : guildford Employment type : FULL_TIME Expires : 2024-07-05 Salary range: £26,396 - £29,619

The Senior HR Administrator will support ACM employees through their life cycle with the organisation from recruitment to onboarding, through to leavers and references.

The key to this role is being responsible for all the administration and upkeep of employee records whilst being able to work in a very fast paced environment.

This role will be based in Guildford, with one day per week from home following a successful probation period.

This role will include a salary of upwards of £26,396 per annum dependant of experience.



We are a small and friendly team who are all based in Guildford. Our main drives are to enhance staff experience and support team member wellbeing.


Recruitment Administration
Hold Ownership of the recruitment process for all roles including but not limited to:
– Holding Ownership of the Recruitment mailbox. Managing and responding to all emails within 3 working days escalating to other members of the HR team where necessary
– Posting job adverts on all recruitment sites and removing them once expired or fulfilled.
– Forwarding applications to line managers
– Ensuring managers make prompt decisions on shortlisting of candidates.
– Confirming receipts of applications
– Sending reference request emails and chasing 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 or alternatively arranging for another HR team member to attend.
– 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.

Onboarding Administration
Hold ownership of the onboarding process for all roles, including but not limited to:
– Sending new starter forms via email
– Issuing DBS numbers for new starters via email

-Arrange for RTW documents to be seen and countersigned for all New starters.
– 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

-Ensuring no new starters are started until all forms are returned

-To flag any new starters that have provided on their HESA form that they consider themselves to have a disability to ensure any reasonable adjustment can be made in a timely manner.

Employee Leaver Administration
Hold ownership of the leavers process for all roles, including but not limited to:

– 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, Digital Education and Timetable team are aware of leavers and can shut down open accounts
– Remove leavers from EduCare
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

-Ensure all Teaching checks are done annually

Notetaking and Meetings:
– Write and send the HR Executive Meeting agenda and pre-disclosure.
– Attend and minute the HR Executive Meeting and share with all parties upon completion of type up.
– Attend EDRs and Probation reviews as HR Representative acting as a notetaker, ensuring notes are typed up and distributed within 48 working hours of the meeting taking place.

-Attend meetings where requested by the HR manager or Executive team and act as a note taker where required

– Attend where required Disciplinaries, grievances or investigations as HR Representative acting as a notetaker, ensuring notes are typed up and distributed within 48 working hours of the meeting taking place.


– Provide guidance on staff resource planning and resourcing year guides (e.g.
Learning support Assistants should be recruited in May time due to notice periods
– Hold ownership of the HR Inbox, providing response in line with policies and
procedures or forwarding and flagging emails to other relevant HR team members

-action weekly alerts sent to the HR inbox from the HRIS system – including but not limited to: Birthday and service award cards, DBS checks, RTW checks, Probation review reminders, No work for 12 months close down

– Send and assist all Tutor FTE contract updates at the start and throughout every term – this includes letters, contracts and liaising with the timetabling team if required.


To complete this role, you will need:



  • 1+ years in a HR administrator role or 2+ years of General administration
  • Excellent multi-tasking skills
  • Confidence in working in a fast-paced environment
  • Ability to convey information to a variety of stakeholders
  • Some current and up to date HR knowledge
  • Be confident in written and verbal communication
  • Good computer and systems skills (working background using HRIS systems)
  • Able to work independently and from own initiate
  • Be able to commute to Guildford (We do not have parking onsite)
  • Have right to work in the UK
  • Happy to undergo an enhanced DBS check


  • Experience working in owner manager organisations
  • Working background in small HR Teams
  • Google systems user

ACM withhold the right to extend or draw short the application deadline based on number of applications submitted.



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

All applicants will be required to complete screening appropriate to the post. This includes a Disclosure and Barring Service check and checks with past employers.

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.