People & Recruitment Administrator

Big ideas. Bold theatre. Brilliant people. That s where you come in.
We make theatre in the hills with ambitions that reach far beyond them. With Alan Cumming as Artistic Director, we re giving daring ideas room to breathe and making work that surprises people. It s an exciting time to join us, and our people are at the heart of it.
We re looking for a People & Recruitment Administrator who loves getting the details right, keeps things moving and brings warmth and care to a busy working day.
The part you ll play
You ll be the central coordination point for our People & Culture administration, helping every stage of working at PFT run smoothly, from someone s first application to their last day.
Working closely with our Senior People Adviser, you ll coordinate recruitment and onboarding, prepare employment documents, maintain our HR system and records, and keep payroll information and important deadlines on track. Colleagues and candidates will know they can count on you for a helpful response and reliable follow-through.
What you ll bring to the mix
You re organised, switched on and proud of doing a job well. You spot the missing detail, anticipate the next deadline and juggle competing priorities without losing sight of the people behind the paperwork.
You ll bring strong administrative experience, including HR and/or recruitment administration, confident Microsoft 365 skills (particularly Excel) and experience maintaining an HR system or similar database.
A working knowledge of UK employment law is essential, along with discretion, sound judgement and an approachable manner. CIPD Level 3, or working towards it, would be welcome but isn t essential.
Make your mark behind the scenes
There s room here to take ownership, suggest better ways of working and help shape a People & Culture service we can be proud of. Your work will support the people whose creativity, skill and dedication bring our theatre to life.
The nuts and bolts
Job Title: People and Recruitment Administrator
Responsible To: Head of People and Culture
Salary: Up to £29,500, depending on experience.
Hours: Permanent, full time, 35 hours per week over five days, on an annualised hours basis.
Location: Primarily onsite at Pitlochry Festival Theatre, with some hybrid working by agreement and according to operational needs.
Key Tasks:
Recruitment and Selection

• To administer the Recruitment Authorisation Process, checking that every vacancy is approved, budgeted and has an up-to-date job description and person specification before it is advertised.
• To manage applications through the Theatre's recruitment process or system, acknowledging all applications promptly and keeping candidates informed at each stage.
• To support shortlisting by preparing shortlisting packs and matrices, coordinating panel scoring and making sure decisions are made against the person specification and recorded.
• To arrange interviews and assessments, including booking rooms or online meetings, coordinating panel availability, preparing interview packs and helping managers develop interview questions and practical tasks.
• To make sure candidates are asked about, and offered, reasonable adjustments at every stage of the process, in line with the Theatre's Recruitment and Selection Policy and its commitment to equality, diversity and inclusion.
• To administer equal opportunities monitoring, keeping monitoring data separate from applications, and to produce anonymised reports on applicant diversity to support the Theatre's EDI Plan.
• To send outcome letters and emails to unsuccessful candidates and to arrange feedback where requested.
• To liaise with recruitment and employment agencies and job boards, and to maintain a record of all agency and temporary workers engaged by the Theatre, making sure the correct contractual and payment arrangements are in place.

Pre-employment Checks and Onboarding

• To complete and record right to work checks for all new starters in line with Home Office guidance, including follow-up checks for employees with time-limited permission, and to support the administration of any visa or sponsorship requirements.
• To request and record references and to follow up any that are outstanding or unsatisfactory.
• To administer PVG Scheme and other Disclosure Scotland checks for roles that require them, and to maintain a record of all checks and their renewal dates.
• To prepare and issue offer letters and contracts of employment, including permanent, fixed-term, seasonal and casual arrangements, making sure the correct terms and pay rates are applied.
• To coordinate the onboarding of new starters, including new starter paperwork, payroll and pension information, ID and system access, and to schedule and support corporate induction, working with line managers so that new employees feel welcomed and prepared.

Contracts and Employee Changes

• Support the senior people advisor with preparing and issuing variation letters for changes to hours, pay, job title, location or other terms, and to make sure changes are agreed, recorded and notified to Payroll.
• To monitor fixed-term and seasonal contract end dates and prompt managers in good time to confirm extensions, renewals or endings, issuing the appropriate letters.
• To administer the probation process, issuing reminders to managers, recording outcomes and issuing confirmation or extension letters.

HR Inbox and Administrative Support

• To manage the HR inbox, responding to routine queries from managers, employees and external parties, directing people to the relevant policy or procedure, and passing anything other than routine matters to the Head of People and Culture.
• To provide occasional administrative support on employee relations matters as directed by the Senior People Advisor or Head of People and Culture, such as arranging meetings, preparing standard letters, taking notes and keeping case records securely filed.

Family Leave, Absence and Wellbeing

• To administer maternity, paternity, adoption, shared parental and other family leave, including issuing standard confirmation letters using the Theatre's templates, recording keeping in touch days and pointing employees and managers to the relevant policy.
• To keep absence records up to date, produce regular absence reports and let managers know when trigger points have been reached.
• To administer stress risk assessments, including issuing the Theatre's template, arranging meetings and keeping records of completed assessments and agreed actions.
• To administer referrals to Occupational Health, including consent forms and appointments, and to pass reports to the Head of People and Culture and the relevant manager.

Pay, Payroll and Leavers
To provide accurate and timely information to the Payroll team on all starters, changes and leavers, and to help Payroll resolve pay queries, particularly those linked to sickness absence, family leave, special leave and contractual changes.
To support the annual pay review process, including preparing data and issuing pay letters by mail merge.
To process resignations, including acknowledging resignations, confirming notice periods and calculating final holiday pay in conjunction with Payroil.
To manage the leaver process, including issuing leaver letters, sending exit questionnaires and collating the feedback.
To provide factual references for current and former employees in line with the Theatre's reference policy.
HR Records, Systems and Reporting
To maintain accurate and up-to-date personnel files and HR systems in line with UK GDPR, including retention schedules, secure storage and the handling of subject access requests.
To keep the Theatre's HR calendar up to date, including probation reviews, contract end dates, right to work follow-up checks, PVG renewals and other key dates.
To oversee training records and help monitor completion of mandatory training.
To maintain HR templates, standard letters and forms so that they are accurate, consistent and reflect current legislation and policy.
Policy and Engagement
To provide administrative support to the Senior People Advisor & Head of People and Culture on policy reviews, including formatting, version control, publishing updated policies and letting employees know about changes.
To provide administrative support for employee engagement activity, including the annual employee engagement survey and pulse surveys, such as issuing surveys, sending reminders and collating results.
To support the Theatre's commitment to Fair Work First and its EDI Plan through fair and inclusive recruitment and HR administration.
Environmental
To support the Executive Director, as Chief Executive of the organisation, and the nominated Green Champion in meeting organisational aims and ambitions for its environmental impacts.
Health and Safety
To support the Executive Director, as Chief Executive of the organisation, in their legislative duties under the Health and Safety at Work etc. Act 1974.
Attend training as required to update knowledge and skills, and to be able to comply with relevant statutory requirements to a high standard.
Other
To handle all information with the highest level of confidentiality and discretion.
To champion and promote the Theatre's values and behaviours . click apply for full job details