People Team Admin Assistant

Join our amazing People Team and help us make every day count at Havens Hospices!

At Havens Hospices, we believe that every day matters, for the people we care for and for the people who work here.

We’re looking for a part-time People Team Admin Assistant to join our small but dedicated People Team and play a key role in delivering a proactive, professional HR service to around 350 colleagues across the charity.

The People Team Admin Assistant provides high‑quality administrative support across the full employee lifecycle, ensuring accurate HRIS data, compliant record‑keeping, timely recruitment administration and effective coordination of People Team processes.

Working closely with the People Team Admin Officer, People Team Advisors, and People Team Operations Lead, the role helps maintain safe, consistent and compliant People services across the charity.

Although predominantly based at our Fair Havens & Little Havens locations, there may be a occasional requirement to attend other charity sites across Essex.

We can support some agile working options upon completion of probation, however, there is a requirement for the majority of the working week to be spent on-site to support our colleagues.

We regret that we are unable to support any form of sponsorship and candidates do need to have the right to work full time in the UK.

This role is essential in supporting HRIS accuracy, safer recruitment, DBS processing, payroll preparation, Service Desk Plus triage and general People Team administration.

You’ll also help maintain accurate HR records, ensure compliance with data protection requirements, and support every day People Team processes.

At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.

Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.

In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you’ll be helping us continue ‘Making every day count’ for those who need us most.

At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.

We value diversity and welcome applications from all sections of the community.

Maintain accurate and up‑to‑date employee records on the HRIS, ensuring compliance with GDPR, safer recruitment standards and audit requirements.

Support the People Team Admin Officer with data entry, document uploads, personnel file management and monthly compliance checks.

Ensure all changes (new starters, leavers, contractual changes) are processed promptly and accurately.

Provide administrative support for recruitment processes, including advertising roles, scheduling interviews, requesting references and coordinating pre‑employment checks.

Process DBS applications and renewals in line with safer recruitment and CQC workforce requirements.

Prepare onboarding documentation and support new starter processes to ensure a smooth transition into the charity.

Support the People Team Admin Officer with monthly payroll preparation by collating changes, checking documentation and ensuring accuracy of HRIS data.

Liaise with managers to resolve queries and ensure payroll deadlines are met.

Monitor and triage People Team queries via Service Desk Plus, ensuring timely responses and appropriate escalation to Advisors or the Operations Lead.

Maintain personnel files to audit standard, ensuring documentation is complete, accurate and stored securely.

Support compliance reporting, including absence data, training records and safer recruitment documentation.

Support the coordination of training, wellbeing and culture activities led by the People Team.

Represent the People Team professionally and supportively at all times.