HR Co-ordinator

Resource Management

Create, update and maintain employee records and workforce data accurately within HR systems, following agreed HR processes, data protection requirements and records retention guidance.

Handle sensitive and confidential employee information carefully, ensuring records are stored, updated and disposed of in line with Council policy and information governance requirements.

Support regular workforce data checks and data cleansing activity by identifying gaps or errors, making agreed updates and escalating issues where required.

Work with the HR Systems Administrator, Payroll Team and HR colleagues to check that employee information is consistent across systems.

Maintain simple trackers, spreadsheets and records used to support routine workforce reporting and HR administration.

3. JOB AIM AND PURPOSE

• To coordinate and support the effective delivery of HR Operations through the management of workforce data, employee records, statutory reporting and learning administration activities.
• To maintain accurate workforce information and provide high-quality data reporting to assist the HR team in workforce planning.
• To support compliance with data protection legislation, statutory reporting requirements and organisational policies.
• To coordinate learning and development administration, mandatory training compliance and workforce performance information.
• To work collaboratively with the HR Systems Administrator, Payroll and HR colleagues to ensure workforce data integrity and effective system processes.
• To support the team in the delivery of an efficient, compliant and customer-focused HR Operations service, providing operational coordination across workforce administration, workforce information, statutory reporting, systems, learning and development administration, and recruitment activities.

5. MAIN DUTIES AND RESPONSILBITIES OF THE POST

Workforce Information and Data Administration

• Create, update and maintain employee records accurately, following agreed HR processes, data protection requirements and records retention guidance.
• Carry out routine checks on workforce data, highlighting discrepancies and correcting records where appropriate or escalating issues to the relevant HR colleague.
• Support regular data cleansing activity by collating information, checking records for accuracy and completing agreed updates within HR systems.
• Maintain simple workforce trackers and spreadsheets, including sickness absence, fixed-term contracts, agency workers, establishment information and workforce demographics.
• Collate and validate information from HR systems to support routine workforce reporting, ensuring figures are checked carefully before submission for review.

Regulatory and Statutory Reporting Support

• Assist with the preparation of statutory workforce returns, including gathering data, checking source information and preparing draft figures for review.
• Support the preparation of workforce reports such as Gender Pay Gap, Disability Pay Gap and equality reporting by maintaining accurate records and completing agreed data checks.
• Keep clear records of reporting activity, deadlines, source data and checks completed to support audit trails and future reporting cycles.

Systems and Payroll Information Support

• Work with the HR Systems Administrator, Payroll Team and HR colleagues to check that employee information is consistent across systems.

• Update workforce information in line with agreed instructions to support organisational changes, including restructures and TUPE-related administration.

Learning and Development Administration

• Maintain training, appraisal and development records accurately and ensure updates are completed in a timely manner.
• Monitor mandatory training completion records and prepare routine updates for review by HR colleagues or managers.
• Provide administrative support for learning and development activities, including course bookings, attendance records, evaluation forms, calendar invites and joining instructions.
• Support the maintenance of learning systems and training records by checking data quality and following up missing or incomplete information.

HR Operations Administration

• Provide day-to-day administrative support to the HR Operations team, helping to ensure routine tasks are completed accurately and within agreed timescales.
• Maintain trackers, shared inboxes, task lists and records so that HR activities can be monitored and followed up effectively.
• Support recruitment, workforce administration, reporting and learning and development processes by preparing documents, updating systems and checking information for accuracy.
• Respond to routine queries from employees and managers, signposting to agreed guidance or referring more complex matters to the appropriate HR colleague.
• Assist with service improvement activity by identifying recurring administrative issues, maintaining action logs and supporting agreed process updates.
• Prepare routine reports, presentations and workforce information packs by collating data, formatting documents and checking details before review.

Good understanding of HR policies and procedures across the employee lifecycle including recruitment, onboarding, absence management, family leave and contract administration.

Good understanding of main HR policies (e.g. discipline, capability, sickness, grievance) to provide first line HR advice to employees.

Knowledge of HRIS and ATS systems.

Good knowledge of Microsoft including, Excel, Word and PowerPoint.

Knowledge of local government regulations and procedures

Skills and Experience

Experience of working in an administrative or system role

Experience of recruitment and onboarding

Experience of extracting data from systems and compiling statistics for reports and KPIS.

Database and analytical skills

Customer service experience with good written and verbal communication skills

Training and Qualifications

CIPD Level 3 or equivalent