Colleague Administrator

Colleague Experience Administrator (Grade
3), Full time, Permanent

Sighthill Campus, Edinburgh Napier University

We’re evolving how we work in the People Team, and we’re excited to introduce a newly defined role:
Colleague Experience Administrator
. This role is central to our ambition to create a more flexible, resilient, and modern as well as engaging service for colleagues across the University.

You’ll play a key role in shaping the colleague experience across the employee lifecycle. Initially, the successful candidate will support our Employee Relations activities, however, over time, colleagues in this role will have opportunities to work across different parts of the People Team. This means broader skill‑building, exposure to varied work, and greater collaboration across specialisms.

This role is perfect for someone looking to develop their HR career. You’ll gain experience across multiple areas, supported by a team that values learning, curiosity, and progression.

As a Colleague Experience Administrator
, you’ll:

• Be a first point of contact for candidates, colleagues, and People Managers.
• Provide clear, friendly guidance on routine HR, payroll, recruitment, and employee relations queries.

• Coordinate advertising, interviews, and contracting.
• Support new colleagues with right‑to‑work checks, inductions, and system access.

• Maintain accurate records for starters, leavers, and contractual changes.
• Prepare standard HR documentation including contracts and variation letters.

• Support monthly payroll processing, including statutory payments and adjustments.
• Administer pension scheme processes and liaise with HMRC and pension providers.

• Keep digital records up to date and compliant.
• Support HR reporting and data analysis to inform decision‑making.

• Arrange meetings, prepare paperwork, take notes, and maintain case files.
• Assist with benchmarking for policy and process development.
• Contribute to the development and testing of new HR systems and processes.
• Get involved in projects, events, and service improvements.

Someone who is:

• Organised and proactive, with strong attention to detail.
• Curious and open to learning new areas within HR.
• Customer‑focused, professional, and confident communicating with a range of stakeholders.
• A team player who enjoys variety and contributing to shared goals.

If you’re looking for a role where no two days are the same, where you can develop your HR expertise, and where your work directly shapes the colleague experience across the University, we’d love to hear from you.

Sector-leading annual leave and pension benefits (41 days annual leave, generous pension scheme with Employer contribution of 17.6%)

Interviews:
Week of 9th of March

The University is unable to sponsor the employment of international workers in this role on the Skilled Worker visa route. International applicants will only be able to take up this role if they can demonstrate an alternative right to work in the UK.