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Administration

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Job Description

Specialist Administrator (HR & Governance) - Maternity Cover

Job description and person specification

Citizens Advice Sheffield provides a range of advice and advocacy services through digital means, by telephone and in person. We seek to empower our clients and support them to improve their confidence and capability on a wide range of issues. We campaign for change to social policy to improve the well‑being of the people and communities we support.

We aim for excellence. Our ambition is to be among the best advice and advocacy services in the country, and one of the leading voluntary and community organisations in Sheffield. We believe in the value of strong partnership working with both voluntary and statutory sector organisations to make the most of limited resources and ensure quality, reliable advice and advocacy are available to all who need them in the city.

This role reports to the Admin Team Manager and sits within the support services team, providing specialist Human Resources & Governance support across the organisation. The post-holder will liaise closely with the interim HR Manager and external HR contract. The postholder will also work closely with the Senior Management Team and Board of Trustees.

The postholder will:

• Assist with the recruitment and induction of paid staff and volunteers
• Update HR database and any other personnel records
• Maintain accurate governance records internally and with the Charity Commission, Companies House, Financial Conduct Authority and the Information Commissioner’s Office and with other regulators and bodies
• Monitor trustee training and compliance and ensure all mandatory courses are undertaken
• Arrange trustee board and committee meetings
• Take minutes at meetings of the Trustees, both in person and via video recordings where appropriate and produce written minutes in line with organisational procedures and policies (including out of hours meetings)
• Prepare HR documents including employment contracts
• Prepare Board and Committee papers
• Assist with HR policy development
• Provide regular reports on HR metrics
• Assist the interim HR Manager in supporting our wider management team with HR & People issues
• Provide administrative support to managers at any HR or Governance related meetings
• Administer people surveys and any other people feedback mechanisms
• Work closely with other support services staff to enable accurate payroll calculations, training and learning and health and safety records
• Be responsible for ensuring that all appropriate checks are completed in a timely and efficient manner including Right to Work and DBS checks
• Support the delivery of our internal communications strategy and the use of digital tools to support this
• Support the delivery of a People Health and Wellbeing strategy
• Support the best use of our external HR contract including accessing advice as appropriate
• Address HR & Governance arising risks and issues in line with the role
• Support the delivery of the responsibilities of the HR & Governance functions in complying with employment, charity law and other legislation and organisational policies and procedures.

Answering incoming calls, taking messages and passing through where required.

Greet any visitors to the offices in a professional manner.

Proactively assist with the smooth running of the office.

The above list is not exhaustive and other more general duties may be required within the role.

• Working knowledge of using ICT software (Google or Microsoft applications) to produce documents, spreadsheets and presentations or a proven ability to learn new software
• Experience in providing high quality, efficient and modern administrative services within HR, Governance or other similar setting
• Experience of using CRM systems, including importing, exporting and reporting
• Experience of writing and producing clear and easily understood material in a range of formats

• Work with a high level of integrity and discretion to hold confidential personal and sensitive data about colleagues and business strategy
• Strong digital skills and be able to apply these to the job
• To be able to analyse data and produce metrics in a visually attractive form
• Maintaining accurate record keeping systems
• Able to produce comprehensive and accurate reports and minutes to a high standard
• Ability to work flexibly and to adapt to changing needs and priorities
• Excellent attention to detail and ability to manage complex processes
• Ability to manage difficult and emotionally charged conversations and interviews
• Have a genuine passion to develop effective HR processes within our organisation and constantly looking for ways to improve the way we work
• Good communication skills (verbal and written)
• Self‑motivated
• Able to prioritise
• Well organised
• Able to work as part of a team

• the goals and values of Citizens Advice Sheffield
• working flexibly and to adapting to changing needs and priorities
• team working
• personal learning and professional development
• equal opportunities and to valuing diversity

• Right to work in the UK
• Subject to DBS check

Sheffield

Salary £24,938 - £27,172 per annum pro rata (depending on qualifications and experience)

Part Time

Fixed term 12 months maternity cover post, 21-35 hours per week

We can offer you a supportive culture within a charity setting committed to social justice. We offer an attractive remuneration package with good terms and conditions of employment including: 35 hour working week; Pension scheme with 4% employer contribution; Health Plan with integrated employee assistance programme; onsite Gym.

05-01-2026

Job application packs are available to download at www.citizensadvicesheffield.org.uk or you can contact applications@citizensadvicesheffield.org.uk. Please quote the job reference number in the subject heading. All candidates must submit the application form (no CVs accepted) to applications@citizensadvicesheffield.org.uk by 9:00am on Monday 5th January 2026. For an informal discussion about the post, contact the applications inbox and we will arrange for someone to contact you. Interviews 13th or 14th January 2026. This post will be subject to a basic DBS check for work with adults.

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