Creative Access
People administrator (fixed-term)

People administrator (fixed-term)

locationLondon, UK
ExpiresExpires: 28/05/2022
Operations / Facilities / Admin
Fixed term contract
£20,000 to £30,000 per year

Salary: up to £25,000


Exciting HR role open for applications! Join Europe’s largest arts centre and help with drafting contracts, uploading job adverts and more.

The people administrator role will report into the head of people operations, with a dotted line into the people partner (business teams) and people advisors in support of the wider people team administration. 

The role will have a key part to play in resourcing and onboarding responsibilities across teams which will include uploading new job adverts to external sites, liaising with candidates to book interviews, notifying candidates of decisions and sending feedback as required. In addition the role will support the wider people team with a range of administrative tasks that include, but not limited to drafting and sending out contracts of employment, contract changes to internal staff, monitoring and responding to emails from the HR Team inbox.


Main responsibilities:


  • Coordinate the recruitment process from end to end, including setting up interviews and liaising with candidates and hiring managers while working closely with the people partner and people advisors to ensure inclusive hiring practices are maintained at each stage
  • Ensure adverts are uploaded to external sites, including getting costs and setting up suppliers along with managing the process end to end ensuring they are advertised in line with our diversity and inclusion aims and objectives
  • Liaise with relevant hiring managers and team assistants to ensure candidates are met on arrival by the relevant people, and to support with room bookings or ensure virtual meetings are set up in diaries correctly and tests/tasks administered and followed up in a timely manner
  • Administer all pre-employment checks including requesting references and DBS checks as required
  • Draft and administer contracts of employment for all new starters and contractual changes for internal staff
  • Coordinate the onboarding process for all new starters to ensure an excellent experience, including sending new starter Occupational Health questionnaires, e-learning and tracking completion rates
  • Respond to queries from hiring managers and candidates around the recruitment process, escalating to the people partner as required
  • Liaise with the hiring managers and people partners to provide feedback to unsuccessful candidates as requested
  • Support hiring managers with using the online recruitment system, Jobtrain, and act as the system administrator
  • Carry out first day HR inductions for new starters and to support the Communications and Engagement team on arrangements for monthly induction sessions
  • Arrange training for managers and team members to use Jobtrain and be the main point of contact for queries relating to the system
  • Coordinate the running of reports from Jobtrain, including equality, diversity and inclusion (EDI) reports
  • Ensure all data is captured and stored correctly in line with GDPR requirements
  • Attend and support at recruitment events, open days and volunteer selection sessions


  • To be first point of contact on any requests for freelancer support and to ensure the requests are registered on Job Train, CEST forms completed in line with IR35 and to ensure the relevant paperwork is issued

People Administration

  • Support with the management of the HR Inbox and other adhoc people and culture inboxes, with timely and professional responses
  • Support with invoicing and raising of purchase orders (PO’s)
  • To support the people operations team in the provision of information to auditors and any (e.g. for the annual payroll audit) where required
  • To contribute as a member of the people team to the formation and delivery of the annual people operating plan
  • Any other duties as reasonably requested by the the head of people operations



Knowledge, skills, experience

  • Experience of working in a HR team, or as an administrator
  • Ability to work flexibly as part of a team in a busy and fast paced environment
  • Has excellent organisational and time management skills with the ability to work proactively
  • High levels of accuracy and attention to detail
  • Has excellent written and verbal communication skills and can liaise with a range of stakeholders at all levels
  • Clear communicator with the ability to manage expectations and detail with candidates sensitively
  • Is able to maintain confidentiality on sensitive matters
  • A skilled multi-tasker, able to prioritise tasks efficiently, manage expectations in a professional manner and deliver on time across a broad range of requests
  • Ability to work within an ever changing landscape and with varying degrees of ambiguity
  • Has strong IT skills including experience of working with HR Information Systems (training on Job Train will be given) and MS Office/Google for Work packages


Closing date: 27th May 2022 


We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.

Years of experience

    Salary range

    • £20,000 to £30,000 per year