HR Administrator Flexible Three Day Week

Job Title: HR Administrator
Reporting To: Head of People & Volunteering
Salary: £22,000 per annum (£13,200 pro rata for 3 days per week)
Contract type: Initial 12-month fixed term contract, part-time (3 days per week)
Location: Hybrid

About The Felix Project:

The Felix Project is London’s biggest food redistribution charity and the largest end-to-end food redistribution charity in Europe.

Our vision is a London where no one goes hungry and good food is never wasted.

We rescue surplus food from businesses, supermarkets, restaurants and farms. This food is nutritious, in-date, and safe and includes a high proportion of fresh vegetables, fruit, meat and fish. If we did not rescue this food, it would be at risk of going to waste. Instead, we deliver it free of charge to London charities, schools, food banks, COVID food hubs and other organisations serving people in need. Our food is a vital lifeline for children and families, people on low incomes, people who have lost their jobs, the homeless, refugees, domestic abuse survivors, the elderly and keyworkers.

We are a very ambitious and dynamic young charity and we haven’t stopped growing since we were founded in 2016 in memory of Felix Byam Shaw, by his father, entrepreneur Justin Byam Shaw. We recently ran a very high-profile media campaign with the Evening Standard and Independent, raising £10million to feed London. We have celebrity endorsement from Reece James, Phoebe Waller-Bridge and Jack Whitehall, Stephen Fry, James May and many others.

Last year we delivered enough food for 21.1 million meals to help people in need. We have continuing major growth plans for the next 4 years, with a target of delivering enough food for 100 million meals by 2024. Because nearly all the food we receive is donated by the food industry and volunteers, every £1 of expenditure redistributes £10 worth of food.

Purpose of the Job:

The HR Administrator will manage all staff recruitment and induction at The Felix Project. You will support people managers through all stages of recruitment, and will ensure this process is both rigorous and streamlined. You will also manage our HR administration systems and record keeping, and will act as first point of contact for day-to-day staff queries. Working closely with the Head of People & Volunteering, you will help introduce improvements to our systems and administration processes.

Duties and Accountabilities:

Administration

• Staff contract preparation & management; assist with probation cycle
• Maintain and update employee records and databases
• Oversee Breathe HR portal (onboard new staff, monitor absence, TOIL and AL)
• Working with the team to refine all systems and processes
• Complete leaver process including conducting exit interviews
• Changes of terms and conditions paperwork
• Support in reviewing and administration of staff files, including ensuring all staffs contain relevant documents/information

Recruitment

• Support managers with end-to-end recruitment; including advertising vacancies, shortlisting, organising interviews, interviewing where needed and ensuring recruitment processes are followed
• Issue all recruitment paperwork and complete pre-employment checks including references and right to work checks
• Arrange and support new starter inductions
• Administration of the Recruitment Inbox; Taking phone enquiries about roles
• Overseeing job board accounts
• Working with external recruitment agencies

Other

• Staff issues: day-to-day issues/enquiries, escalating when needed
• Administration of the HR inbox
• Updating Breathe HR and other databases with any employee changes
• Collecting data for payroll and HMRC and providing all starter, leavers, change of terms and conditions information to external payroll provider
• Producing basic employee reports for People Management Team
• Administration of employee benefits schemes
• Any other duties as directed by People Management Team

Person Specification:

The Felix Project recognises the positive value of diversity, promotes equality and challenges discrimination. We welcome and encourage job applications from candidates from diverse backgrounds.

We particularly welcome applications from those of a black and minority ethnic (BAME) background, as BAME people are currently under-represented within The Felix Project.

You will be passionate to play an influential role in a charity that is expanding rapidly, and thrive in a busy environment. Our ideal candidate will have a strong background in HR administration. You will be familiar with maintaining databases, general administration, supporting line managers across different teams, and most importantly, managing an end-to-end recruitment and onboarding process.

Essential skills/knowledge relevant to this role:

• Strong administrative skills, with a good eye for detail and ability to stick to deadlines
• Excellent interpersonal skills and ability to work across teams, building long term relationships
• Willing and able to learn different systems (e.g. Breathe HR, Sharepoint, IRIS)
• Proven understanding of working with confidential information
• Strong customer care skills, and ability to deal professionally with colleagues
• Excellent knowledge of MS Office packages

Desirable skills/knowledge relevant to this role:

The ideal candidate will have as many of these as possible, but none are absolutely essential to the role.

• Experience or qualification specifically in HR
• Experience volunteering or working in charities
• Knowledge and experience of HR databases
• Committed to our cause, with a desire to help reduce food waste and fight food poverty

What you’ll get in return:

You will be working in an upbeat, innovative charity with strong vision, ambition and a fantastic culture and leadership team. This role is hybrid based with an expectation to travel to all our depots (currently Deptford, Enfield, Poplar, Park Royal) offices. The salary is £22,000 per annum, 5 weeks annual leave + bank holidays.

Contract Type: 12-month fixed term contract
Hours: 22.5 hours per week – role to be worked over 3

Application procedure:

Please apply via this recruitment portal.

Please upload your CV and a covering letter outlining your suitability for the role (and make sure that they’re both uploaded before submitting your application).

Recruitment timeline:

We will be assessing candidates and arranging interviews as applications come in so please apply as soon as possible.