People Team Administrator

37 hours per week / Fixed term (12 months maternity cover) / Hybrid working (three days office based in Hove and two days working from home), Monday to Thursday , Friday

YMCA DownsLink Group is the leading charity for children and young people across Sussex and Surrey. We offer safe homes, mental health support and trusted advice.

We believe that every child and young person has the right to be safe, heard and to shape their own future. We work alongside them to make that happen.

We are here for children and young people, many of whom face multiple challenges and need our support.

Our Values - we do what's right, we work with heart, and we build real connections - guide us in all our actions.

We are looking for a proactive and highly organised People Team Administrator to join our People Team on a 12-month maternity cover contract. This is an exciting opportunity for someone who enjoys building relationships, solving problems and ensuring processes run smoothly.

As a key member of the People Team, you will support recruitment, onboarding, agency worker compliance, volunteer recruitment and DBS renewals, helping to deliver an efficient, compliant and positive people experience across the organisation. You will work closely with managers, candidates, volunteers and colleagues, providing advice, administration and coordination to ensure activities are completed accurately and on time.

Main areas of responsibility

Recruitment and Onboarding

• Act as the first point of contact for recruitment enquiries and manage the recruitment inbox.
• Support managers throughout the recruitment process, providing guidance on recruitment processes and safer recruitment requirements.
• Coordinate vacancies, advertising, interviews, offers and pre-employment checks.
• Draft and publish job adverts, coordinate advertising activities and support recruitment campaigns.
• Proactively monitor recruitment activity, follow up outstanding actions and help deliver a positive candidate experience.
• Maintain accurate recruitment, onboarding and employee records.

Agency Worker Compliance

• Manage agency worker administration, onboarding and offboarding processes.
• Maintain agency worker records, HRIS data and compliance documentation.
• Support managers with agency worker procedures and approved supplier requirements.
• Monitor safer recruitment compliance and undertake regular audits of agency worker records.
• Work with managers and suppliers to resolve outstanding actions and compliance issues.

Volunteer and Board Recruitment

• Support the recruitment and onboarding of volunteers, placements and Board/Committee members.
• Maintain accurate records, files and recruitment trackers.
• Monitor recruitment activity and ensure safer recruitment requirements are completed.
• Work collaboratively with managers and colleagues to deliver a positive volunteer experience.

DBS Renewals and Compliance

• Coordinate DBS renewals for staff, volunteers and Board/Committee members.
• Monitor renewal activity, follow up outstanding actions and maintain accurate records.
• Provide advice and guidance on DBS processes and requirements.
• Investigate and resolve data discrepancies and escalate concerns where necessary.

About You

We are looking for someone who is organised, proactive and able to build positive working relationships with people at all levels. You will be confident managing multiple priorities, taking ownership of tasks and ensuring activities are followed through to completion.

Experience and Knowledge

• Experience working in a People/HR Administration, Recruitment Administration or busy administrative role.
• Experience maintaining accurate and confidential records and data.
• Experience using HR, recruitment or database systems and Microsoft Office applications.
• Understanding of GDPR, confidentiality and handling sensitive information.
• Experience supporting recruitment, onboarding or compliance processes would be advantageous.

Skills and Abilities

• Excellent organisational skills and attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Strong verbal and written communication skills.
• Ability to build effective working relationships with managers, colleagues and external stakeholders.
• Proactive approach to problem solving and continuous improvement.
• Ability to work independently, use initiative and recognise when to seek guidance or escalate concerns.
• Commitment to providing a high-quality customer and candidate experience.

If you are enthusiastic about this opportunity but your experience does not align perfectly with every requirement, we encourage you to apply anyway and demonstrate how your skills and experience are transferable. You may be just the right candidate.

This is a varied and rewarding role offering the opportunity to make a real contribution to the employee, candidate and volunteer experience across YMCA DownsLink Group. We are looking for someone who shares our values and is passionate about delivering an efficient, professional and people-focused service.

CLOSING DATE: Sunday 25 October at midnight.

PLEASE NOTE: We are unable to provide work permits or visa sponsorship for this role, so applicants must already have the right to live and work in the UK independently.

An inclusive workplace We are committed to policies and practices of equity, diversity, and inclusion and to supporting our people to make sure our culture is consistent with this commitment.

Accessibility If you require assistance or have questions regarding the application process, please do contact us.

YMCA DLG requires all staff and volunteers to be committed to safeguarding and promoting the welfare of children and young people, and to respond proactively to safeguarding concerns.

Successful applicants will undergo a thorough background screening process, conducted by an accredited third-party provider. This includes an Enhanced DBS check (with Children's and Adults' Barred Lists) as well as comprehensive reference and activity checks.