HR & Office Administrator

Based at our stables in Great Gaddesden, our team enjoy working together - collaborating, sharing ideas and being part of a family at work. We believe in dynamic interaction and sharing a lunch table. 

Monday – Friday 9.00am to 5.30pm (37.5 hours).  Part-time hours would be considered (with a minimum of 30 hours).

With a background in administration, you have a real passion for being organised and efficient. Meeting deadlines is important to you, and you take real pride in your work. You like following processes and are committed to the smooth and efficient running of the department you work with.

• Excellent organisation skills - the ability to plan and prioritise whilst being deadline focused.

• Level-headed and unflappable - always remain calm and maintaining a sense of humour.

• Adaptable and flexible and able to deal with the inevitable changes and challenges.

• Consistently deliver high standards and service, with an eye for detail.

• Confident communicator, comfortable with written and verbal communication at all levels.

• Understands the importance of confidentiality and discretion, given the sensitive nature of HR.

• Solution provider, able to identify issues and recommend appropriate solutions and actions.

• Proficient with IT systems including Microsoft Office Suite and Teams; confident in learning new systems including HR databases. Experience in using AI to enhance the efficiency of processes, streamline systems and improve ways of working

HR duties

• Provide first-line administrative support for routine HR queries.

• Coordinate the administration of new starters and leavers for Head Office and Stores, including preparation of employment contracts and other HR documentation.

• Prepare, issue and file all HR documentation including contract amendments, salary review letters, flagging missing/incomplete information.

• Maintain the HR database, ensuring accurate updates to employee records and producing routine reports where necessary.

• Assist in administration and coordination of all recruitment, formatting job descriptions, posting jobs, contacting candidates and maintaining the recruitment tracking process.

• Monitor probationary periods and annual appraisal cycle and ensure managers receive reminders.

• Support the ongoing review and improvement of HR policies and procedures and maintaining and developing the Employee Handbook.

• Manage the reference process for all new employees and former employees, ensuring all requested references are received.

• Update Microsoft Teams channels with relevant documentation and presentations.

• Monitor general department email inboxes, ensuring emails are responded to appropriately.

• Perform general admin tasks such as filing, photocopying, scanning and answering telephone calls.

• Liaison with external HR Support Partner (Citation and/or other) re any advice/support required

• Arrange birthday and work anniversary cards for Head Office employees to recognise and celebrate key milestones.

• Support the HR Manager and HR Executive in their daily tasks.

Supporting CEO and others

• Support the CEO with visa applications and self-declaration forms for travel. 

• Arrange lunches and coffees for CEO meetings. 

• Support CEO with ad hoc duties, including printing and personal admin, as needed.

• Assist Estate / Facilities Manager with any documentation necessary for fire testing, properties and managing company vehicles.

General Office Duties:

• Welcome all Visitors to the Osprey London Head Office ensuring a friendly and professional first impression.

• Ensure high standards of presentation and organisation are maintained throughout the Head Office environment, including the reception and signing in area.

• Manage DSE requirements for Head Office staff recording all responses and taking follow up action where necessary. 

• Allocate Health & Safety training for all new starters and monitor progress.

• Liaison with external H&S Support Partner (Citation) regarding regular H&S visits and other support required

• Responsible for all stationery requirements as required along with the weekly food order.

• Organise regular facility services e.g. shredding collection, printer call outs etc.

• Ensure driving license checks are made for appropriate employees.

• Ad hoc administration tasks and projects when required.