Job Description
We are seeking an organised and proactive Apprentice to join our friendly team. Your role will be to support the HR & Accounts Team of SWRAC providing efficient and effective administration support. The ability to work in a team, excellent communication skills, along with the ability to manage multiple tasks efficiently are key in this new exciting apprentice position.
Key Responsibilities:
Human Resources
• Oversee the HR inbox alongside the HR Manager and HR and Payroll Officer and respond to standard queries.
• Maintain personnel files paper and electronic, archiving where necessary.
• Ensure SCR and Databridge are continually updated with personnel data.
• Record all sickness/absence data and provide relevant paperwork on return for welfare and payroll purposes.
• Assist with managing of all employees’ holiday entitlements on Company HR system.
• Take minutes in HR meetings.
• Assist with ongoing HR projects as required.
Recruitment
• Assist with the advertising and managing of vacancies on internal and external recruitment platforms as necessary.
• Oversee the Jobs inbox alongside the HR Manager and HR and Payroll Officer.
• Liaise with Marketing person to update above on website and company social media.
• Respond to the Jobs inbox – sending out application packs.
• Respond to requests for application forms and collate on return.
• Liaise with Managers and arrange interviews with candidates.
• Prepare interview paperwork.
Pre-Employment
• Draft and issue offer letters, Contracts of Employment and supporting paperwork
• Send out references, chase and verify for new employees and ex-employees and ensure agency staff have correct documentation.
• Collate required data for new employees – Verify ID for DBS and Right to Work. Ensure all relevant paperwork is completed including disclosure forms, qualifications, driving licence checks, DBS checks, Online checks etc.
• Apply for DBS’s on Company system, check progress, answer any queries, chase results.
• Check employees on update service and check renewals of 4 year DBS and anniversaries of Update service renewals and chase staff members.
• Manage probation period and induction paperwork, sending reminders to managers when probation is a month from being due and collating induction paperwork.
• Input employees onto Company payroll system (QuickBooks) and HR system (Databridge). Set up on Training account (Staff Skills), send out E-sign documents and all new starter information.
Payroll
• Assist with Payroll – gathering and inputting data onto excel sheets, including starters, leavers, change of details, sickness, overtime, statutory payments and expense and mileage claims.
• Administer payroll compliance as required eg. PAYE, deduction from earnings, P60’s, Pension and auto-enrolment.
• Respond to staff payroll queries.
Benefits
• Use Bupa portal to download invoices, add new starters, delete leavers, obtain quotes and manage P11D data.
• Send out health assured detail to all new starters and those who may require a reminder.
• Cycle to work scheme – assist with standard queries from staff and provide admin support.
• Roll out employee assistance programme detail as required.
Training
• Send out links for on-line training as well as provide support to staff who require help logging in and re-set any failed tests.
• Send documents through E-Sign system for required sign off and training.
• Maintain a record of all training completed. Assist Managers to ensure mandatory training is up to date for all staff, send reminders and set deadlines for completion.
• Raise training reports and input data.
• Input training data onto training spreadsheet and personnel system.
• Attend all relevant training.
Accounts (Merley House Events)
• Monitor accounts inbox alongside the HR Manager and HR Payroll Officer.
• Process all incoming invoices on QB’s
• Raise all sales invoices for events and conferences on QB’s and monitor payments
• Chase above for late payments
• Monitor bank account and ensure all transactions are recorded on QB’s
• Complete till reconciliation after functions and process cash and credit card transactions
• Manage MHE cash and prepare monies for banking when required, ensure petty cash balances
Accounts (SWRAC)
• Monitor accounts inbox alongside the Accounts Manager and respond to standard queries
• Assist with entering invoices onto QB’s
• Cashing up café takings and entering onto system
• Filing paper invoices and other documents.
• Archiving relevant paperwork held as per GDPR
• Assist with ordering stationary
Person Specification
Skills
1. Communication Skills
• Clear verbal and written communication.
• Confidence when speaking with colleagues, candidates, and external clients.
• Good listening skills for understanding needs and concerns.
2. Organisational Skills
• Ability to prioritise tasks and manage workloads effectively.
• Keeping records accurate and up to date.
3. Attention to Detail
• Accuracy in data entry and document management.
• Double-checking work to avoid errors.
4. Teamwork
• Ability to collaborate effectively with others across different departments.
• Willingness to learn from senior colleagues.
5. IT and Digital Skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, etc.).
• Experience or willingness to learn HR software and databases.
6. Problem-Solving Skills
• Initiative to resolve minor issues independently.
• Thinking critically to identify improvements in processes.
7. Adaptability
• Ability to handle change and adjust to different tasks quickly.
• Flexibility to work on both HR and broader business responsibilities.
8. Discretion and Confidentiality
• Understanding the importance of handling sensitive employee information with care.
Qualifications
1. Educational Requirements
• Level 2 Apprenticeship: Candidates require GCSEs (Grades 4-9) in English and Maths.
• Level 3 Apprenticeship: Candidates with A-Levels or equivalent qualifications.
2. Experience
• Prior work experience (even part-time) in admin, customer service, or retail
• Working in a team environment
3. Entry-Level Knowledge
• Awareness of basic HR concepts, such as recruitment or employee onboarding, is helpful but not essential.
• Interest in business operations and people management.
Personal Qualities
1. Eager to Learn
• Professionalism; Polite, approachable, and presents well in a business environment.
2. Resilience
• Willingness to handle challenges and deadlines under pressure.
3. Empathy
• Understanding and compassionate attitude toward employee needs and workplace issues.
Training Provided During Apprenticeship
• Gain knowledge of HR-specific tasks (e.g., recruitment, payroll, and employee relations).
• Develop business administration skills (e.g., diary management, meeting coordination, and data analysis).
Reporting to: HR Manager
Based at: Merley House
Job Type: Full time
Salary: £19,266 per annum
For more information, please email: jobs@swrac.ac.uk
Closing date: 13th February 2025
SWRAC are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service (DBS) checks along with other relevant employment checks. We are committed to securing genuine equality of opportunity in all aspects of our activities as an employer and education provider.