HR Administrator

HR Administrator

Location

Southampton

Reports To

HR Coordinator

Working Relationships

Managing Director, Finance Assistant, Heads of Education Centres, Supported Accommodation Managers, employees across Oaktree Education Services, and external agencies where required.

· 20 hours per week (flexible days and hours to be agreed)

· Hybrid working available – up to 1–2 days per week working from home upon successful completion of probation

·

About Oaktree Education Services

Oaktree Education Services is an education and supported accommodation provider based in Southampton. Established in 2022, our aim is to prepare children and young people for adulthood through high-quality education, personalised support, and the development of independent life skills.

We are committed to providing safe, nurturing, and supportive environments where children and young people can thrive, achieve their potential, and develop the confidence and skills needed for adulthood.

Our Values

Respect

We treat children, young people, colleagues, families, and professionals with dignity, fairness, and kindness. Staff are expected to demonstrate professionalism, empathy, and consideration in all interactions.

Independence

We encourage children and young people to develop confidence, resilience, and life skills. Staff should promote independence, encourage positive decision-making, and support individuals to achieve their goals.

Belonging

We create environments where everyone feels safe, valued, and included. Staff are expected to contribute positively to our culture, embrace diversity, and foster a sense of community and belonging.

Resilience

We support children and young people to overcome challenges and reach their full potential. Staff should demonstrate flexibility, perseverance, and a solution-focused approach in their work.

Job Purpose

The HR Administrator will provide efficient and effective administrative support to the HR function across Oaktree Education Services.

The role supports the HR Coordinator in delivering day-to-day HR activities, including recruitment administration, onboarding, employee records management, training compliance tracking, payroll administration support, and general HR administration.

The post holder plays an important role in ensuring accurate HR data and documentation, supporting compliance activities, and maintaining a positive employee experience across education and supported accommodation services.

This is a supportive HR role, with escalation of compliance, safeguarding, and regulatory matters to the HR Coordinator.

Key Responsibilities

Recruitment and Safer Recruitment

• Support managers with recruitment administration activities.
• Prepare and advertise vacancies on relevant recruitment platforms.
• Coordinate interview arrangements and communicate with candidates.
• Assist with pre-employment checks in line with Safer Recruitment guidance.
• Support right-to-work checks and record keeping.
• Assist with DBS applications and tracking processes.
• Obtain and file references and employment documentation.
• Maintain recruitment and onboarding records.
• Ensure a positive and professional candidate experience.

Onboarding and Induction

• Prepare offer letters, contracts, and new starter documentation.
• Support onboarding processes and pre-employment administration.
• Set up employee records on HR systems.
• Assist with induction administration and scheduling.
• Support tracking of mandatory training completion for new starters.

Employee Records, Compliance and Safeguarding Support

• Maintain accurate electronic and paper personnel records.
• Update HR systems with employee changes.
• Support maintenance of the Single Central Record (SCR) under guidance of the HR Coordinator.
• Assist with DBS tracking, renewals, and documentation filing.
• Support monitoring of right-to-work documents, training records, and qualification updates.
• Ensure accurate filing and organisation of HR documentation.
• Assist with internal audits and preparation for Ofsted or regulatory inspections.
• Carry out routine checks of HR records and escalate any issues or gaps to the HR Coordinator.
• Ensure confidentiality and GDPR compliance in all record keeping.

Payroll and Absence Administration Support

• Assist with preparation of payroll information for submission to Finance.
• Record and update employee absence data (sickness, annual leave, etc.).
• Support maintenance of absence records and documentation.
• Assist in producing basic absence reports.
• Respond to routine employee queries relating to leave and payroll.

Learning and Development

• Maintain training records and update learning systems.
• Monitor completion of mandatory training (safeguarding, health and safety, etc.).
• Support reminders for training renewals.
• Assist in producing training compliance data for managers.

Employee Relations Administration Support

• Prepare documentation for HR meetings including probation reviews and absence meetings.
• Take notes at meetings where required.
• Maintain confidential HR case files.
• Provide administrative support to the HR Coordinator during HR processes.

Employee Engagement and Wellbeing

• Support organisation of staff events and engagement activities.
• Assist with internal communications and updates.
• Help promote a positive workplace culture aligned with Oaktree values.

General HR Administration and Reporting

• Support HR Coordinator with general administrative duties.
• Maintain accurate HR data and records.
• Assist with basic HR reporting (e.g. starters, leavers, absence tracking).
• Support continuous improvement of HR processes.
• Assist with document control and policy updates.

General Responsibilities

• Act in line with Oaktree Education Services values at all times.
• Promote safeguarding and welfare of children and young people.
• Maintain confidentiality and professionalism.
• Follow all organisational policies and procedures.
• Work collaboratively with colleagues across the organisation.
• Participate in training and supervision as required.

Person Specification

Essential

• Previous administrative experience (HR experience desirable but not essential).
• Good organisational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Good IT skills, including Microsoft Office.
• Strong communication skills.
• Ability to handle confidential information appropriately.
• Willingness to learn HR processes and systems.

Desirable

• Experience in education, children’s services, or supported accommodation.
• Basic understanding of HR processes.
• Experience with HR or payroll systems.
• Knowledge of safeguarding or safer recruitment (training can be provided).
• CIPD Level 3 or working towards.

Safeguarding Statement

Oaktree Education Services is committed to safeguarding and promoting the welfare of children and young people. All staff are expected to share this commitment. This role is subject to an Enhanced DBS check, satisfactory references, and all safer recruitment checks.

Pay: £13.46 per hour

Benefits:

• Free parking
• Gym membership
• On-site parking

Work Location: In person