Vacancy: People and Systems Administrator

The role is responsible for maintaining accurate people data, systems and records, coordinating core people administration processes, and ensuring a high standard of operational organisation and compliance across the employee lifecycle.

Role responsibilities:

People Administration & Systems

• Maintain accurate employee records across HR systems, SharePoint files and manual records where required.
• Ensure employee lifecycle documentation (offers, changes, benefits, pension, leavers and contractual updates) is processed, stored and maintained accurately and in accordance with data protection requirements.
• Maintain document control for people records ensuring version control and appropriate retention in line with data protection requirements.
• Monitor and maintain the accuracy of people data within HR systems.
• Support payroll administration processes by preparing and submitting relevant data in line with payroll deadlines.
• Provide confidential note taking support in formal meetings where required.

Recruitment, Onboarding & Induction

• Manage the shared careers inbox and external job board ensuring queries are acknowledged and responded to within agreed service standards.
• Coordinate recruitment administration including interview scheduling and candidate communication.
• Liaise with candidates, recruitment agencies and hiring managers to support recruitment coordination activity.
• Support the preparation and issue of offer documentation and pre-employment checks including references and right to work verification.
• Coordinate onboarding and induction activity to ensure new starters have a well organised introduction to the organisation.
• Maintain recruitment records and trackers.

HR Inbox & Service Delivery

• Manage the shared inbox ensuring queries are acknowledged and responded to within agreed service standards.
• Provide first line responses to routine queries from managers and employees.
• Escalate more complex enquiries to the appropriate member of the team.
• Monitor inbox activity to ensure queries are appropriately prioritised and allocated.
• Maintain highest standards of stakeholder communication and support.

People Data, Reporting & Analytics

• Maintain people data and produce reports to support workforce monitoring and decision making.
• Work closely with colleagues to support the preparation of HR metrics and dashboards for the Head of People & Culture.
• Present people data in clear and appropriate formats to support organisational insight and planning.

Compliance & Governance

• Ensure compliance with people administration processes including:
  - Right to Work checks
  - Reference checks
  - Data protection requirements
• Employee file, document retention and data protection compliance
  Maintain the library of HR document templates, job descriptions and standard documentation ensuring materials remain current and accessible.
• Monitor sickness absence administration and highlight trigger points for management review.
• Maintain accurate documentation to support organisational compliance and audit requirements

Training & Internal Communications

• Coordinate training activities including scheduling sessions, managing bookings and maintaining training records.
• Support internal communications relating to people initiatives, policy updates and organisational announcements.
• Update internal intranet and internal AV screens on people related communications.
• Liaise with internal stakeholders and external partners including recruitment agencies, benefits providers and pension advisers.

Process & Operational Support

• Support development of and follow established HR processes and Standard Operating Procedures (SOPs).
• Support the maintenance and continuous improvement of people administration processes.
• Ensure consistent and organised management of documentation and operational processes across the people function.

BCS is dedicated to providing training and development to help all staff realise their potential, and also offer a generous benefit package.

BCS, The Chartered Institute for IT are committed to promoting equality at every opportunity as an employer. This statement and our policies are designed to ensure our recruitment and employment practices and procedures actively promote equality of opportunity and value diversity.

All applicants must be eligible to work in the UK upon application.

PLEASE NOTE: This vacancy may be removed before any listed closing date once a sufficient amount of applications have been received.

In the event that we receive a high number of applications for this vacancy, we may be unable to provide an individual response to every candidate, therefore if you haven’t heard back from us within 4 weeks of the closing date, please consider your application unsuccessful on this occasion.

No recruitment agencies please.

How to apply: Please apply by submitting your CV to careers@bcs.uk along with a cover note answering the following questions:

(a) Your area(s) of expertise & qualifications;

(b) Your experience and suitability for the role

We look forward to hearing from you!

What we offer