Job Title: HR Administrator (Fixed Term)

Department: People & Compliance

Reporting: Head of HR Services

Location: 27GWR

Salary: £28,000 per annum

Duration: 1 year fixed term contract (maternity cover)

Closing date: 11 June 2024

Regulated Role: No

Brentford FC is a bit different to other Premier League football clubs. We put our fans first, we are a true community club and while we are financially sustainable, we are not afraid to take calculated risks. We take huge pride in our environment and culture within the Club which focuses on development, inclusion and not being afraid to think differently.

Being progressive, humble and respectful while sticking together as one team across the Club guides how we work and the decisions we make each day.

We also firmly believe that a diverse workforce is a better workforce which will help us develop ideas, solve problems and ultimately grow Brentford FC.

We play in a brand-new stadium, 15 minutes from Heathrow in vibrant west London.

We will never forget where we have come from, but we are excited about the future that lies ahead.

Come join us.

Inclusion Statement:

Brentford FC is an organisation which values and is passionate about diversity and inclusivity. We welcome and encourage applications from qualified candidates, including those from underrepresented groups – such as those from ethnically diverse backgrounds, women, those from the LGBTQ+ community and those with disabilities. Should you require any workplace accommodations (also known as ‘reasonable adjustments), you will have the opportunity to let us know at the appropriate points in the hiring process.

Safeguarding Statement:

Brentford FC is committed to equality, the safeguarding and welfare of all children and adults at risk. This responsibility is shared by all staff and volunteers at the club, safeguarding is everyone’s responsibility. Staff will be required to undertake regular safeguarding training to enable and reinforce a proactive approach to safeguarding. This role requires the post holder to apply all relevant policies and uphold the club’s commitment to safeguarding vulnerable people to ensure a safe environment for all. This includes the timely reporting of any safeguarding concern to the safeguarding team. We remind those barred from regulated activity that it is an offence to apply for such positions.

Please note that where appropriate for the role, you will be required to complete additional background checks such as Disclosure and Barring Service (DBS) checks and police checks for any time you have lived or worked outside of the UK in the last 10 years. You can find out more about this at https://www.gov.uk/dbs-check-applicant-criminal-record

Please also note that a CV application will not be sufficient. Applications will not be considered where the application form has not been completed in full.

If the role you are applying for involves regulated activity and you have been shortlisted for a first stage interview, you will be asked to fill out a Declaration of Offences Form.

The role of the HR Administrator

We are seeking a proactive and detail-oriented HR Administrator to join our team and play a pivotal role in our HR operations. As the HR Administrator, you will be responsible for managing a range of essential HR administrative functions with a primary focus on recruitment, selection, onboarding, and employee record management. You will be responsible for maintaining accurate and confidential employee records, managing the HR information system (HiBob) and other databases, ensuring data integrity and compliance. Serving as the initial point of contact for employee inquiries, you will handle queries professionally and confidentially, providing guidance where needed. This position plays a vital role in supporting the HR function, contributing to the Club’s smooth operation of HR initiatives, and fostering positive employee experiences.

Main Accountabilities

Recruitment and Onboarding

Supporting staff recruitment processes, including handling of the application and shortlisting process, liaising with candidates and scheduling of interviews, preparing offers and contracts of employment, referencing, and collecting required documentation for right to work in the UK.
Supporting and coordinating the onboarding process for new starters, including scheduling of inductions.
Ensure all individuals appointed to a regulated activity role are DBS checked.
Ensure that at least one panel member on the interview panel has completed safer recruitment training.
Ensure all individuals are recruited via Teamtailor, adhering to the safer recruitment process to ensure compliance and safety within the Club.
Scheduling meetings with staff involved in hiring process at start and end to ensure consistency of approach and collaborate outcome

Employee records and system management

Maintain accurate and up-to-date employee records, including personal information, attendance, and changes on HiBob.
Ensure compliance with data protection regulations and confidentiality of employee information.
Checking all data ahead of sharing with both internal (Club staff) and external parties (e.g. benefit brokers)

Benefits Administration

Assist employees with benefits queries.
Collaborate with benefits broker including:
- Accurate and timely administration of benefits
- Correct and relevant employee data availability
- Checking and processing of invoices ahead of payment

Payroll Support

Assist the HR team in ensuring monthly payroll is accurate and complete.
Collaborate with the payroll department to address any employee queries on payroll.

General Administrative Support

Provide general administrative support to the HR department.
Assist in organising HR events and initiatives.
Regular and ad hoc report generation for Board documents, Staff meetings and other purposes
Producing informative reports using the HR platform.
Check and process HR invoices using iDocs promptly ahead of payment.
The duties outlined in this job specification are intended as a reference and not an exhaustive list of all daily job requirements.

Safeguarding Responsibilities

Comply with the Club’s Safeguarding Policy and processes.
Comply with the Club’s Code of Conduct.

Technology Proficiency

Use HRIS (HiBob), Teamtailor and other relevant software for record-keeping and reporting.

General Club Accountabilities

To ensure compliance with all relevant Club policies, including safeguarding, health and safety policies and with specific reference to the data regulations (GDPR and PECR)
To ensure compliance with the Club’s Code of Conduct.
To ensure compliance with all relevant legal, regulatory, ethical and social requirements
To build and maintain good working relationships both internally and externally, maintaining a professional image at all times when representing Brentford FC
To keep confidential any information gained regarding the Club and its personnel
To maintain a flexible approach to work at all times.
To ensure compliance with the Club’s Safeguarding Policy and processes.
To ensure that any concerns you observe, or are raised with you in your role, are shared with the Safeguarding Team through appropriate channels.
To promote equity, diversity and inclusion at the Club, in line with our EDI strategy
To promote and support positive mental health and wellbeing throughout the Club both on and off the field.

Key Internal Relationships (list departments)

Business Operations
Finance
Marketing
Communications
Venue Operations
Safeguarding
EDI
Partnerships
Content
Commercial
Corporate Affairs
Fan Relations

Person Specification – Essential Personal Characteristics

CIPD Qualified
Previous experience with handling and updating HR Systems
Excellent written and verbal communication skills
Competent with Microsoft Office packages, particularly Word and Outlook
Strong attention to detail
A self-starter with a high level of initiative and proactivity and the ability to
intuitively understand the needs of others
Strong emotional intelligence with an ability to inspire and motivate others
Can manage a heavy workload with strict deadlines
Excellent organisational skills
Flexible and willing to take on ad-hoc tasks
Comfortable working independently and as part of a team

Person Specification – Desired Personal Characteristics

Previous experience with HiBob
Previous experience within the football industry or education