Personal Assistant & HR Admin Assistant

Aloetextil; United Kingdom; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading distribution company in the United Kingdom seeks a Personal Assistant & HR Admin Assistant to support the Group HR Director and manage HR administration tasks. The ideal candidate will have proven administrative experience and be proficient in Microsoft Office. This hybrid position requires attention to detail and strong communication skills. Join us to make a difference and help engage with internal teams and manage various projects.

Qualifications

• Proven experience as a Personal Assistant or Senior Administrator.
• Advanced proficiency in Microsoft Outlook, Excel, Word and PowerPoint.
• Excellent written and verbal communication skills.

Responsibilities

• Provide comprehensive administrative support to the Group HR Director.
• Organise meetings by liaising with internal and external attendees.
• Manage HR processes for new starters and leavers.

Skills

Proven experience as a Personal Assistant or Senior Administrator

Advanced proficiency in Microsoft Outlook, Excel, Word and PowerPoint

Excellent written and verbal communication skills

Excellent time management skills

Self-motivated

Job description

Join to apply for the Personal Assistant & HR Admin Assistant role at LE‑VELE SPAIN.

We have an exciting opportunity for a Personal Assistant & HR Admin Assistant to join our team on a 12‑month Fixed Term Basis. The position is hybrid, with three days per week in the office and two days working from home.

The contract covers maternity leave, expected to last for 12 months, but may begin or end earlier depending on the post‑holder’s return date. The successful candidate will provide direct support to the Group HR Director and handle HR administration tasks, general office duties, and support engagement and charity events.

Key responsibilities of our Personal Assistant & HR Admin Assistant

• Provide comprehensive administrative support to the Group HR Director, including proactive diary management and coordination of travel and accommodation.
• Support the PA to the Group CEO & CFO as required.
• Organise meetings by liaising with internal and external attendees, arranging suitable dates, venues and catering.
• Deliver on‑site meeting support, including hospitality, visitor management and IT/video conferencing assistance.
• Prepare high‑quality board reports and presentations, sourcing information from a range of internal and external stakeholders.
• Coordinate quarterly Senior HR Forum meetings, managing venue bookings, accommodation, logistics and agenda planning.
• Organise quarterly Colleague Forum meetings, from scheduling to attending as note‑taker.
• Arrange and support Non‑Executive Directors’ participation in business colleague committees alongside the Group HR Director.
• Manage daily distribution of registered office post, ensuring compliance with Group processes and correct departmental allocation.
• Complete monthly expense claims and credit card reconciliations for the Group HR Director, providing detailed breakdowns to the finance team and supporting sustainability data requirements.
• Process departmental invoices, ensuring appropriate approvals and accurate recharge documentation.
• Assist with general office management, including stationery orders and kitchen supply replenishment.
• Provide ad‑hoc administrative support to the wider HR management team as needed.

Office Charity Committee

• Attend monthly meetings and fulfil individual action items.
• Assist in organising major annual events and ongoing activities throughout the year.
• Support and promote colleague engagement and wellbeing initiatives within the office.
• Manage the Charity inbox, responding to emails and facilitating access as required.

HR Administration Accountabilities & Responsibilities

• Deliver HR administrative support to the Group Head Office, including system updates and process improvements.
• Manage HR processes for new starters, leavers and contractual changes, including system updates as necessary.
• Provide employee relations support, such as coordinating Occupational Health referrals and preparing formal HR correspondence.
• Assist with recruitment administration and colleague discount card management.
• Support HR projects and engagement surveys as required.
• Oversee Right to Work checks and ensure compliance with statutory requirements.
• Generate and analyse compliance reports throughout the year, working with department managers to ensure completion of mandatory training.
• Respond to reference requests and manage the probation completion process, including issuing letters.
• Administer the Cycle to Work scheme.

Inbox Management

• Monitor the HR inbox, triaging emails, responding to queries from Group colleagues and providing People XD support.
• Manage the Grafton Careers inbox, issuing responses or directing applications to the relevant business recruitment teams.

What we are looking for in our Personal Assistant & HR Admin Assistant

Essential Criteria

• Proven experience as a Personal Assistant or Senior Administrator.
• Advanced proficiency in Microsoft Outlook, Excel, Word and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to engage professionally and confidentially with colleagues at all levels across the organisation.
• Excellent time management skills, with the ability to meet deadlines and effectively prioritise tasks.
• Demonstrated capability to manage multiple projects in a high‑volume, fast‑paced environment.
• Exceptional organisational skills and a keen attention to detail.
• Self‑motivated, with the ability to work independently as well as collaboratively within a team.

Desirable Criteria

• Previous experience providing HR administration / system support.
• Relevant CIPD qualifications.

Click apply today to be considered or to find out more about the Personal Assistant & HR Admin Assistant role – we would love to hear from you!

Grafton Group plc is an international trade focused, multi‑channel distributor of construction products. The success of the business is based on the quality of the products it distributes and the quality of the service it provides to its customers. The Group aims to build on its leading market positions in the UK, Ireland, The Netherlands and Finland and to grow internationally in distribution and related markets.