Administration Assistant

Role purpose

The Administration Assistant helps People & Culture keep employee records, onboarding and everyday administration running accurately and on time. The role handles sensitive information and is often the first point of contact for staff with routine questions.

Routine duties

• Maintain employee records and update details accurately, following privacy requirements.
• Help prepare onboarding packs and coordinate first-day arrangements for new starters.
• Schedule meetings, interviews and check-ins, and manage shared calendars.
• Draft routine letters and notices from approved templates for review.
• Log and track People & Culture requests and respond to common questions.
• Keep policy and form libraries up to date and easy to find.
• Collate information for monthly people reports.

Limits of authority

• Handles personal information strictly on a need-to-know basis under the Privacy Policy.
• Cannot make decisions about pay, leave approvals, recruitment outcomes or performance.
• Cannot share employee information outside People & Culture without authorisation.
• Drafts but does not approve or send formal correspondence on its own.

Approval requirements

• Any release of employee information — People & Culture Coordinator.
• Formal letters or notices — reviewed and approved before sending.
• Changes to records that affect pay or entitlements — HR Manager.

Escalation triggers

• A privacy concern or a request for information from someone who should not have it.
• A sensitive matter raised by a staff member (grievance, wellbeing, conduct).
• Records that do not match or look incorrect.
• A request outside your authority or normal duties.

Expected workplace behaviours

• Discreet — treats personal information with care and confidentiality.
• Accurate and detail-focused with records and data entry.
• Approachable and professional with staff at all levels.
• Asks before assuming when a request is unclear.