Compliance / HR Administrator - Swindon

Ref: 359 Date Posted: Monday 02 Dec 2019
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Compliance/HR Administrator



To provide administration support to the Compliance Advisor and Logistics Manager/H&S Co-ordinator, comprising, training matrices, organising training, Environment Agency reporting, health surveillance arrangements, Tool box Talk administration, approved supplier administration and maintaining Health and Safety and environmental databases.

To maintain numerous HR databases and deal with staff on matters relating to holidays, sickness, recruitment, absence, right to work, disciplinaries and terminations.

This role reports to the Compliance Advisor.

Role competencies



Good Microsoft Office user skills.  Minimum intermediate level for Excel and Word

Full driving licence

Self-motivated and used to working under own initiative.

Previous experience of working in an HR role.

Ability to converse with operatives and staff at all levels, including may with English as a second language.

Previous experience of working in a compliance role, either health and safety, environmental, quality or any combination.

Willingness to attend off-site meetings for HR legal updates.




  • To provide full administrative support to the Compliance Advisor, fielding queries and pass on messages in his absence.
  • To provide full administrative support to the Logistics Manager/H&S Co-ordinator.
  • Maintain databases of, but not limited to:
    • Training
    • Staff holidays/sickness/absence
    • Personnel records
    • Waste sampling
    • Statutory inspections
    • Risk assessments/safe systems of work/accidents/near misses
    • Approved suppliers
  • Calculate and submit information to statutory regulators on time and in accordance with their requirements.
  • Attend disciplinary/HR meetings as a note-taker.
  • Conduct Right to Work checks, collating and distributing paperwork for all new starters.
  • Manage holidays/sickness/absence for all employees in accordance with Organisation procedures.
  • Attend legal updates at off-site premises.
  • Maintain procedures, policies and instructions to ensure compliance with Organisation and legislative requirements.
  • Update staff Statements of Terms of Employment as required.
  • Liaise with operational staff to ensure that statutory deadlines are met.
  • Advise the Compliance Advisor and/or the Logistics Manager/HR Co-ordinator in a timely manner of the requirement for training, refresher training, statutory and non-statutory inspections, including health-related appointments.
  • Prepare paperwork for employee terminations, liaising with the Accounts Department on payroll matters.
  • Liaise with the Accounts Department on matters relating to staff earnings.
  • Maintain and update approved supplier details requesting new documents when previous ones fall obsolete.
  • Maintain a confidential filing system, both electronic and hard copy, of employee records and maintain that confidentially in respect of the General Data Protection Regulations (‘GDPR’) and organisation requirements.
  • Prepare reports and audit findings for distribution to staff and senior management.
  • Any other tasks as management deem reasonable.