Personal Assistant

Description

InstaStaff are currently recruiting for a PA 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 PA will be broken down into 5 areas, and will include:

Executive Leadership Support

Coordinating leadership meetings and preparing documentation, ensuring effective structure and follow-throughSupporting diary coordination and scheduling where requiredPreparing reports, presentations or documentation for internal meetingsTracking and following up on actions from leadership meetingsSupporting internal projects requiring administrative coordinationAssisting with travel coordination or meeting logistics when requiredSupporting the prioritisation and coordination of leadership activity where needed Recruitment Support

Coordinating interviews and managing candidate schedulingSupporting communication with candidates throughout the recruitment processMaintaining recruitment trackers and candidate documentationPreparing offer documentation and onboarding paperworkCoordinating recruitment activity across multiple roles, ensuring timely and accurate deliveryAssisting with preparation for assessment days and interview processes HR Administration

Preparing employment contracts, offer letters and HR documentationCoordinating onboarding processes for new startersMaintaining employee records within HR systems, ensuring accuracy, completeness and audit readinessSupporting right-to-work checks and compliance documentationPreparing HR correspondence and documentationSupporting absence management administration and documentationAssisting with HR reporting and record keepingSupporting employee lifecycle administration, including starters, changes and leavers HR Audit & Compliance Support

Maintaining HR file audit trackersEnsuring personnel files contain required documentation and meet internal documentation standards and audit requirementsSupporting periodic HR auditsFollowing up with managers where documentation is missing Office Operations

Overseeing day-to-day office supply management, including consumables orderingManage outgoing post and ensure items are sent accurately and on timeCoordinating meeting room bookings and office organisationAssisting with new starter desk setups and equipment coordinationSupporting internal initiatives, events and office activitiesAssisting with general office administration and facilities coordinationCoordinate and support onsite meetings and events, including board meetings and external visits The ideal HR & Office Administrator will have:

Experience within a similar roleExperience supporting recruitment processes or coordinating interviews and candidate communicationComfortable supporting senior leaders with meeting coordination, documentation and general administrative supportStrong IT skills including Microsoft Office (Word, Excel, Outlook) and general business systems The hours of work for the PA will be Monday Friday 8am 5.30pm

The salary for the PA will be circa GBP35,000

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

Ad ID: 5418519409