Job Description:

InstaStaff are currently recruiting for a HR & Office Administrator to join a retail company based in Birmingham.

You will be based in the office full time, Monday – Friday 8am – 5.30pm, the office is a modern, high-level hotel like office, with bars, restaurants, onsite gym and break out areas.

You will be required to support executive and leadership activity, alongside the smooth running of HR administration, recruitment coordination and day-to-day office operations.

This role will act as a central coordination point for people administration, executive support and office organisation. The successful candidate will work closely with the leadership team while coordinating the employee lifecycle and recruitment activity, ensuring HR processes, records and documentation remain organised and compliant.

The role combines HR administration, recruitment coordination, executive support and office management, making it ideal for someone who enjoys working across multiple areas of a fast-moving business.

Duties of the HR & Office Administrator will be broken down into 5 areas, and will include:

Executive Leadership Support

• Coordinating leadership meetings and preparing documentation, ensuring effective structure and follow-through
• Supporting diary coordination and scheduling where required
• Preparing reports, presentations or documentation for internal meetings
• Tracking and following up on actions from leadership meetings
• Supporting internal projects requiring administrative coordination
• Assisting with travel coordination or meeting logistics when required
• Supporting the prioritisation and coordination of leadership activity where needed

Recruitment Support

• Coordinating interviews and managing candidate scheduling
• Supporting communication with candidates throughout the recruitment process
• Maintaining recruitment trackers and candidate documentation
• Preparing offer documentation and onboarding paperwork
• Coordinating recruitment activity across multiple roles, ensuring timely and accurate delivery
• Assisting with preparation for assessment days and interview processes

HR Administration

• Preparing employment contracts, offer letters and HR documentation
• Coordinating onboarding processes for new starters
• Maintaining employee records within HR systems, ensuring accuracy, completeness and audit readiness
• Supporting right-to-work checks and compliance documentation
• Preparing HR correspondence and documentation
• Supporting absence management administration and documentation
• Assisting with HR reporting and record keeping
• Supporting employee lifecycle administration, including starters, changes and leavers

HR Audit & Compliance Support

• Maintaining HR file audit trackers
• Ensuring personnel files contain required documentation and meet internal documentation standards and audit requirements
• Supporting periodic HR audits
• Following up with managers where documentation is missing

Office Operations

• Overseeing day-to-day office supply management, including consumables ordering
• Manage outgoing post and ensure items are sent accurately and on time
• Coordinating meeting room bookings and office organisation
• Assisting with new starter desk setups and equipment coordination
• Supporting internal initiatives, events and office activities
• Assisting with general office administration and facilities coordination
• Coordinate and support onsite meetings and events, including board meetings and external visits

The ideal HR & Office Administrator will have:

• Experience within a similar role
• Experience supporting recruitment processes or coordinating interviews and candidate communication
• Comfortable supporting senior leaders with meeting coordination, documentation and general administrative support
• Strong IT skills including Microsoft Office (Word, Excel, Outlook) and general business systems

The hours of work for the HR & Office Administrator will be Monday – Friday 8am – 5.30pm

The salary for the HR & Office Administrator will be circa £35,000

Benefits include 33 days holiday (with option to buy up to 5 additional days) , Onsite Gym, Ongoing training and development support, Health and wellbeing programme and Employee discount