People and Business Support Assistant

About InstaGroup

At InstaGroup, we are nationally recognised for our experience, technical knowledge and expertise as leading installers of energy efficiency and renewable solutions. Established in 1980, we have significant opportunities for growth across social housing, local authorities, main contractors and other funded project channels.

Our services span Insulation, Solar Energy, Heating Solutions, and increasingly Fire Safety and Building Remediation. Supported by a comprehensive product offering, we are committed to sustainability, with over 80% of the materials we use sourced from recycled or sustainable origins.

Our commercial success is built on strong relationships, market intelligence and commercial discipline.

Our mission is to transform the energy sector by delivering innovative, sustainable solutions that surpass our customers’ expectations. Through our commitment to excellence, integrity and environmental responsibility, we aspire to lead the field in energy advancement.

About the Role

The People and Business Support Assistant will provide accurate, dependable administration across people processes, office operations, Finance and Marketing. Reporting to the Office Manager, the role combines confidential employee administration with practical coordination to help the business run smoothly.

The role holder will maintain employee records, coordinate recruitment and onboarding administration, and work closely with Finance to ensure people data and approved payroll inputs are accurate and submitted on time. They will also support the Office Manager with building administration and staff activities, while helping Marketing organise events, materials and communications.

Success requires strong organisational skills, attention to detail and a professional, approachable manner. The ability to handle confidential information, manage competing priorities and work effectively across different teams is essential.

Location: Insta House, Finchampstead
Reports to: Office Manager
Key working relationships: Finance, Marketing, department managers and HR advisers
Salary: Competitive, dependent on experience
Contract: Full-time, permanent
Hours: Monday to Friday, 08:30–17:00, with a one-hour unpaid lunch break; 37.5 paid hours per week.

Key Responsibilities

• Maintain confidential employee records, HR systems and trackers, ensuring information is accurate, complete and up to date.

• Coordinate recruitment administration, including interview arrangements, approved offer documentation and pre-employment paperwork.

• Support onboarding and leaver processes, coordinating documentation and practical arrangements with the relevant teams.

• Track holiday, absence, probation reviews, training and other key dates, following up with managers when information or action is due.

• Prepare routine employee letters and documents using approved templates, and maintain organised policies, forms and records.

• Respond to routine staff queries and refer sensitive or complex matters to the appropriate manager or HR adviser.

• Collect and check approved payroll changes, starter and leaver details, absence information and other agreed inputs before Finance deadlines.

• Maintain spreadsheets and produce clear, accurate reports on headcount, absence, training and other agreed measures.

• Resolve missing or inconsistent information with the relevant teams, maintaining a clear record of updates and approvals.

• Support purchase orders, invoice queries, supplier records and cost trackers for office, people and marketing activities, within agreed approval limits.

• Assist the Office Manager with day-to-day building administration, supplier bookings, maintenance records and follow-up actions.

• Help coordinate staff events, meetings and office activities, including bookings, refreshments, materials and internal communications.

• Support exhibitions, customer events and marketing campaigns by organising materials, bookings, supplier arrangements and other practical requirements.

• Coordinate promotional merchandise, printed materials and marketing stock, including obtaining quotes, placing approved orders and arranging deliveries.

• Assist with preparing, proofreading and updating presentations, brochures, newsletters and other marketing materials, using approved content and brand guidelines.

• Identify practical improvements to administrative processes, helping teams maintain accurate information and work efficiently.

Skills & Experience

• Experience in administration, people support, office coordination or a similar business support role.

• Strong attention to detail, with experience maintaining records, checking information and keeping systems accurate and up to date.

• Proficiency in Microsoft Office applications, particularly Excel, Outlook, Word, PowerPoint and Teams.

• Confidence maintaining spreadsheets, tracking deadlines and preparing clear, accurate reports.

• An understanding of confidentiality and the discretion required when handling employee, payroll and business information.

• Good written and verbal communication skills, with the ability to prepare professional documents and proofread materials.

• Strong planning, organisational and time management skills, with the ability to manage competing priorities across different teams.

• A helpful, approachable manner and the ability to build positive working relationships with colleagues, managers and suppliers.

• Practical problem-solving skills, including the ability to identify missing information, resolve routine queries and recognise when further guidance is needed.

• A willingness to support a varied workload, including office administration, staff activities and practical marketing coordination.

Experience supporting HR administration, payroll inputs, purchasing or marketing activities would be advantageous. Training will be provided where needed; accuracy, reliability and a willingness to learn are essential.

Behaviours

• Accuracy & Attention to Detail – Checks information carefully, maintains reliable records and produces work that is clear, complete and well presented.

• Confidentiality & Integrity – Handles sensitive information responsibly, acts with discretion and maintains professional boundaries.

• Accountability – Takes ownership of tasks, follows through on commitments and raises issues promptly when support is needed.

• Organisation & Reliability – Plans ahead, meets deadlines and follows up on outstanding information and actions.

• Communication – Communicates clearly and professionally, keeping colleagues informed and adapting their approach to different audiences.

• Collaboration – Works constructively with the Office Manager, Finance, Marketing and the wider business, supporting shared priorities.

• Adaptability – Responds positively to changing requirements and balances routine administration with practical day-to-day requests.

• Sound Judgement – Resolves routine matters confidently and recognises when to involve the Office Manager, Finance or an HR adviser.

• Continuous Improvement – Looks for practical ways to simplify processes, improve data quality and keep information organised.

• Positive Approach – Remains approachable, helpful and willing to learn, contributing to a supportive working environment.

What We Offer

• Competitive salary, dependent on experience.

• 12% bonus scheme.

• A full-time, permanent role with ongoing development opportunities.

• Opportunities to develop experience across people administration, office operations, Finance and Marketing.

• The opportunity to contribute ideas and improve business processes.

• 25 days’ annual leave, plus bank holidays, increasing to 28 days after five years’ service.

• Medicash healthcare and life insurance at three times annual salary.

• Regular staff events.