Office & HR Admin

About the role

We are seeking a highly organised and proactive Office & HR Administrator to support the smooth running of our office operations and HR processes.

This role would be a great early career role for somebody who is interested in HR and business operations to gain experience across a wide range of tasks. We’re much more interested in your approach, mindset, and potential than ticking every box of experience; if you’re organised, welcoming, proactive, and love bringing structure and improvements to how things are done, we’d love to hear from you.

Below you’ll find an outline of the variety of tasks that you’ll be responsible for, though every day will be a bit different. You’ll also work to support on projects and ad hoc work across the People team, meaning you can build skills and experience across a range of areas.

You’ll also be responsible for working to improve the way we do things across all of these areas. If you find a better way to do something, or to automate away a piece of work, we’re all about improving the ways we work – and it’ll free you to work on more exciting projects!

• Handle day-to-day office operations, including supplies, equipment, and facilities.

• Ensure meeting room and desk tech readiness and report any issues to the IT & Cybersecurity Manager.

• Triage requests and suggestions from the office feedback form.

• Act as the first point of contact for office‑related queries and the main doorbell assistance (greeting visitors and receiving deliveries).

• Provide team support such as coordinating meeting rooms, travel arrangements, and catering such as the office Monday lunch, and board meetings.

• Provide administrative support for company and team events.

• Maintain accurate records and filing systems (digital and physical).

• Support the talent acquisition process and recruitment admin, by helping posting job adverts, scheduling interviews, and liaising with candidates.

• Help to maintain our applicant tracking system (Workable) and recruitment documentation.

• Assist TA team and hiring managers with interview coordination and collecting feedback.

• Ensure compliance with recruitment policies and GDPR requirements.

• Prepare and issue offer letters and associated paperwork, contracts, and onboarding packs.

• Coordinate pre‑employment checks (right‑to‑work, references, etc.).

• Set up new starters on HR and benefit systems and ensure smooth induction.

• Coordinate timely kit delivery for new starters with IT & Security Manager.

• Organise welcome sessions and provide first‑day support for new starters based in Edinburgh.

• Process resignations and prepare exit documentation.

• Coordinate exit interviews and collect feedback.

• Ensure timely removal of access rights and return of company property by liaising with the IT & Security Manager.

• Update HR systems and maintain accurate leave records.

• Process job changes and other employee lifecycle‑related administration tasks (letters, updating HRIS and payroll) as required.

• Keeping Confluence up to date and accurate (policies, benefit information, processes, FAQs etc.).

• Acting as a first line for People‑related enquiries, such as working abroad requests and HRIS‑related questions, escalating as required.

We are open to candidates who do not have direct HR or office experience but demonstrate strong transferable skills.

• Some experience in an administrative, customer‑facing, or team support environment (e.g. retail, hospitality, internships, university societies, or office roles).

• Exposure to administrative tasks such as scheduling, organising events, or handling records.

• Experience managing multiple tasks, deadlines, or responsibilities.

• High attention to detail, particularly when handling information, documents, or data.

• Naturally tidy, systems‑minded, and structured in how you approach work (e.g. lists, trackers, documenting information).

• Quick to pick up new tools, systems, and ways of working; willing to learn new systems (e.g. HR software, applicant tracking systems).

• Interested in improving efficiency through templates, technology, building processes, tools, and…