About this role
Job summary
Join our amazing People Team and help us make every day count at Havens Hospices!
At Havens Hospices, we believe that every day matters, for the people we care for and for the people who work here.
We're looking for a part-time People Team Admin Assistant to join our small but dedicated People Team and play a key role in delivering a proactive, professional HR service to around 350 colleagues across the charity.
The People Team Admin Assistant provides high-quality administrative support across the full employee lifecycle, ensuring accurate HRIS data, compliant record-keeping, timely recruitment administration and effective coordination of People Team processes.
Working closely with the People Team Admin Officer, People Team Advisors, and People Team Operations Lead, the role helps maintain safe, consistent and compliant People services across the charity.
Although predominantly based at our Fair Havens & Little Havens locations, there may be a occasional requirement to attend other charity sites across Essex.
We can support some agile working options upon completion of probation, however, there is a requirement for the majority of the working week to be spent on-site to support our colleagues.
We regret that we are unable to support any form of sponsorship and candidates do need to have the right to work full time in the UK.
Main duties of the job
This role is essential in supporting HRIS accuracy, safer recruitment, DBS processing, payroll preparation, Service Desk Plus triage and general People Team administration.
You'll also help maintain accurate HR records, ensure compliance with data protection requirements, and support every day People Team processes.
About us
At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.
Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.
In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you'll be helping us continue 'Making every day count' for those who need us most.
At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.
We value diversity and welcome applications from all sections of the community.
Job description Job responsibilities
Maintain accurate and uptodate employee records on the HRIS, ensuring compliance with GDPR, safer recruitment standards and audit requirements. Support the People Team Admin Officer with data entry, document uploads, personnel file management and monthly compliance checks. Ensure all changes (new starters, leavers, contractual changes) are processed promptly and accurately. Provide administrative support for recruitment processes, including advertising roles, scheduling interviews, requesting references and coordinating preemployment checks. Process DBS applications and renewals in line with safer recruitment and CQC workforce requirements. Prepare onboarding documentation and support new starter processes to ensure a smooth transition into the charity. Support the People Team Admin Officer with monthly payroll preparation by collating changes, checking documentation and ensuring accuracy of HRIS data. Liaise with managers to resolve queries and ensure payroll deadlines are met. Monitor and triage People Team queries via Service Desk Plus, ensuring timely responses and appropriate escalation to Advisors or the Operations Lead. Maintain personnel files to audit standard, ensuring documentation is complete, accurate and stored securely. Support compliance reporting, including absence data, training records and safer recruitment documentation. Support the coordination of training, wellbeing and culture activities led by the People Team. Represent the People Team professionally and supportively at all times.
Person Specification
Qualifications Essential
GCSEs or equivalent including English and Maths Evidence of ongoing professional development relevant to Admin or HR Full UK driving licence and access to own vehicle for business purposes
Desirable
CIPD level 3 GDPR Training Safer Recruitment Training
Experience Essential
Experience providing administrative support in a busy office or People/HR environment. Experience maintaining accurate records, databases or HR systems. Experience supporting recruitment or onboarding processes (e.g., scheduling interviews, requesting references, processing documentation). Experience working with confidential information and handling data securely. Experience working in a regulated, compliance focused environment (e.g., care, education, charity, NHS).
Desirable
Experience working in the charity sector Experience supporting safer recruitment processes, including DBS checks. Experience supporting HR projects such as wellbeing, culture or EDI initiatives.
Skills Essential
Strong understanding of confidentiality, GDPR and data protection requirements.xcel, powerpoint, word, PowerBI, and outlook Ability to use Microsoft Office (Word, Excel, Outlook, Teams) confidently. Ability to use digital systems, databases and HRIS/ATS platforms. Ability to maintain accurate personnel files and documentation to audit standard. Strong organisational skills with the ability to manage multiple tasks and deadlines. Meticulous attention to detail.
Desirable
Experience supporting payroll preparation or data checks. Experience minute taking or preparing meeting documentation.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Havens Hospices
Address Fair Havens, Little Havens & Trading Locations
226 Priory Crescent
Southend on Sea
SS2 6PR
United Kingdom
Employer's website https://www.havenshospices.org.uk/ (Opens in a new tab)