Estate Administrator

Key Responsibilities

Employee Administration

• Provide general administrative support throughout the employee lifecycle, from onboarding to offboarding, ensuring all required documentation, including contracts and right-to-work checks, is completed and filed.
• Maintain accurate and up-to-date employee records in Planday, ensuring compliance with GDPR and right-to-work regulations.
• Respond to routine employee queries regarding payroll, holidays and benefits, referring more complex matters to the COO or appropriate manager.
• Assist with the administration of employee benefits, including pensions and other applicable schemes, ensuring records and enrolment information are kept up to date.

Payroll & Attendance

• Monitor and maintain employee attendance records in Planday, ensuring shift data, absences and holidays are accurately recorded.
• Work with department heads to verify and resolve any discrepancies in recorded working hours before payroll submission.
• Assist with preparing and checking payroll information from Planday, including hours worked, overtime, absences and leave adjustments, for review and processing.
• Support the payroll timetable by collecting information from department managers and liaising with the management accountant as directed.

Recruitment Support

• Support the team with recruitment administration, including organising candidate documentation, scheduling interviews and preparing offer letters and contracts as directed.
• Assist Heads of Department with recruitment for departmental roles, including posting job adverts, managing applications via Workable, and coordinating interview logistics where required.
• Maintain and update Workable, ensuring job postings, candidate records, and recruitment workflows are accurate and up to date.
• Ensure new starters have completed all necessary documentation (e.g. right-to-work checks, contracts).
• Work with Heads of Department to coordinate smooth inductions, including setting up new employees in Planday and providing essential HR materials (e.g. policies, name badges).

Operational HR Support

• Ensure company policies on attendance, dress code, and conduct are clearly documented, up to date, and effectively communicated to employees.
• Provide general administrative support to the COO and Heads of Department in communicating and implementing policies consistently across all teams.
• Maintain HR documentation, including employment letters, policies, handbooks and procedural records, and coordinate updates as directed by the COO.
• Assist with HR reporting, including absenteeism, holiday balances, and workforce data, to support management decision-making.

General Estate Administration

• Maintain a structured tracking system for estate licences, insurance policies, and compliance records, ensuring timely renewals and adherence to regulations.
• Ensure accurate record-keeping of essential compliance checks, such as food safety, health & safety audits, and operational certifications.
• Liaise with department heads to keep them informed of upcoming renewals and compliance deadlines, providing administrative support as needed.
• Handle straightforward administrative tasks related to estate operations, while operational matters are managed by the relevant departments.

Requirements

• Previous HR experience and strong general administration experience.
• Ability to work at fast pace, manage changing priorities and deliver accurate work within deadlines.
• A proactive approach, anticipating requirements, taking ownership of tasks and following them through to completion without constant supervision.
• Prefer experience supporting recruitment, onboarding, employee records and payroll preparation.
• Excellent organisation and attention to detail, with the confidence to chase outstanding information and keep managers on track.
• Professional communication skills and discretion when handling confidential information.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook, and confidence learning new systems. Experience with Planday or Workable would be an advantage.

Benefits

• Pension Plans
• Access to golf facilities
• Staff discount on leisure membership
• Staff discounts on retail and food & beverage
• Opportunities for training and development