HR & Office Administrator

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