Reference Number: CCT079
Closing Date: 14th November 2025
Location: Coventry Transport Museum
Hours: 37 Hours
Rate of Pay: £25,833 per annum (pro-rata)
This role provides a fantastic opportunity for an experienced administrator who is interested in developing experience in a HR environment. It is a varied, fast paced, and busy role which will build on or broaden your current administrative experience.
You will provide administrative support within our small but very busy HR Team and will be the first point of contact for all internal and external HR enquiries. The role provides support to both Culture Coventry Trust and Coventry Sports Foundation on a shared services basis for CV Life, providing support to over 600 employees.
The successful candidate will have excellent interpersonal skills and must be able to demonstrate professional integrity along with strong administrative and IT skills and keen attention to detail. The role will also require someone who is well organised, able to work accurately at pace and able to work flexibly with changing priorities to support a very busy environment.
Role and Responsibilities:
- Provide administrative support for recruitment processes, placing adverts and processing applications etc.
- Manage the onboarding process of new employees, including right to work checks, obtaining references, and issuing employment documentation.
- To provide administrative support throughout the lifecycle of the employee, processing contract changes, and minuting meetings for formal procedures etc.
- Maintain and update electronic personnel record systems and support the development and implementation of a new digital platform and staff app.
- Prepare monthly payroll adjustments, including sickness absence reporting.
- Deal with confidential and sensitive information appropriately and in accordance with GDPR.
- Demonstrate a strong understanding and ability to use Outlook, Word, Excel, and MS Teams.
- Demonstrate excellent communication skills (both written and verbal)
Working hours are 37 per week, however there may be some flexibility to consider part-time working. The role is based primarily at The Coventry Transport Museum with free onsite parking, however you will be required to attend meetings and work across all CV Life sites within Coventry.
CV Life is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all staff and volunteers to share this commitment.
Reporting to: HR Advisor
Culture Coventry Trust and Coventry Sports Foundation are operating as CV Life, so that the scope of this Job Description as a CV Life document extends to cover the employment contracts held with either Culture Coventry Trust or Coventry Sports Foundation.
To provide high quality, confidential, proactive and comprehensive administrative support within the HR Team developing effective working relationships with managers and staff to provide support and guidance on a variety of HR matters.
This position falls within a shared-services working arrangement agreed between the respective Boards of Directors / Trustees of CV Life; Culture Coventry Trust; Coventry Sports Foundation; and the associated group Companies / Trusts, which allows for the sharing of posts and associated services where appropriate and of benefit to the work of the organisations and their respective objectives.
- To administer new starter and leaver processes including all documentation and induction processes, including Right to Work in the UK checks, DBS checks and references etc.
- To provide administrative support for recruitment processes including: managing candidate correspondence, arranging interviews in liaison with Line Managers and acting as point of contact for candidates during the selection process.
- Maintain and update electronic and hard copy personnel record systems containing all employment related information including absence, annual leave, starters and leavers, benefits and equality and diversity.
- Support the development, implementation and ongoing maintenance of a digital platform and staff app.
- Provide administrative support and note taking for formal meetings, such as disciplinary, grievance and absence management.
- Provide administrative support for organising HR related workshops and training events.
- Prepare monthly payroll adjustments to strict deadlines, including sickness absence reporting to the payroll provider.
- Provide pension administration support and input monthly pension contributions.
- To prepare letters and contracts for any changes to employee terms and conditions e.g. flexible working etc. and ensure associated payroll processes are completed.
- To analyse information and process calculations for payroll purposes, e.g. accrued holiday pay entitlement for casual workers etc.
- Maintain and update statistical management information and KPI’s, e.g. recruitment data, equality and diversity data etc.
- To administer requests for statutory leave, including maternity, paternity, shared parental, and neonatal leave, and ensure associated payroll processes are completed and records maintained.
- Implement, develop and maintain IT systems to support the collation and storage of data.
- First point of contact for internal and external HR enquiries, signposting onward as appropriate.
- To provide note taking support at formal HR and other meetings as required.
This job description is neither exhaustive nor exclusive and may be reviewed and updated depending upon operational requirements and staffing levels.
- To embrace and lead by example on the Company’s key values of PRIDE, PASSION and PERFORMANCE or those that might at any time be subsequently re-defined.
- To undertake all duties and fully comply with all of the Company’s general standards and those relating to the specific requirements of the role.
- To take care of their own health and safety and that of others who may be affected by their actions at work, and to co-operate with health and safety matters to help everyone meet their legal requirements.
- To co-operate with managers and colleagues to ensure environmental responsibilities are complied with.
- To carry out tasks at a range of sites that are either operated or managed by the Companies / Trusts or where services are delivered by the Companies / Trusts
- To be involved in any aspects or opportunities for sharing of good practice, expertise and responsibilities within the Companies / Trusts. To generally help promote the work and public image of the Companies / Trusts, always maintaining high standards of customer service and personal appearance.
- To attend and fully engage with all internal training and development requirements and opportunities, and maintain such qualifications as required by the demands of the role.
- To interact positively with customers adopting a friendly and professional approach at all times.
- To support the Company’s commitment to providing a safe environment for children, young people ad vulnerable adults, ensuring awareness of the Company’s Safeguarding Policy, Procedures and Practice Guidance, and to be vigilant, reporting any safeguarding concerns without delay.
- To comply with the General Data Protection Regulations when dealing with, maintaining, sharing and storing information.
- To undertake other duties as specified, which are appropriate to the qualifications, experience and general level of the post.
Essential Personal Attributes
- Well-developed interpersonal skills to be a team player and an approachable manner.
- The ability to be proactive and can work on their own initiative.
- Strong administration skills with a keen attention to detail.
- Strong organisation skills with the ability to manage changing priorities in a busy environment.
- Good listening skills.
- Professional integrity and credibility, with a clear understanding of the importance of working appropriately with confidential and sensitive information.
- Friendly and approachable manner.
Essential Knowledge and Experience
- Understanding of the requirements of a HR Department.
- Sound administration experience.
- Strong IT skills and proficiency in Microsoft Office applications.
- Experience of using MS Teams for file storage and retrieval of information.
- Developing and maintaining Excel spreadsheets using functions such as formulae and filtering etc.
- Knowledge of GDPR requirements in a HR setting.
- Experience of writing notes and minutes of minutes and statements, summarising discussions.
- Numerical skills, e.g. for calculating holiday entitlement and dealing with pay queries etc.
Essential Special Skills
- Able to deal with a high volume and fast paced workload.
- Ability to travel to meetings and work from CV Life sites within Coventry.
If you have any enquires, please contact our Human Resources Team by emailing recruitment@cvlife.co.uk
- Great development opportunities
- FREE health and fitness membership* **
- FREE health and fitness membership for a family member or friend* **
- FREE uniform for applicable roles
- FREE training for applicable roles
- DISCOUNTS on various Centre activities*
- FREE entry to venues*
- Access to the full range of CV Life Employee Benefits & Discounts
(*not applicable to casual workers)
(**The two benefits combined can be worth £1000!)
We encourage and welcome applications from all ethnic groups and people with disabilities. Our aim is to build a diverse workplace and to become a truly inclusive employer with a workforce and visitor audience as diverse as the communities we serve. We seek to create an inclusive and welcoming environment for all those who work at CVLife.
If you think this is the role and organisation for you then we would love to hear from you.
Please complete our short application form (average 30 mins to complete) by clicking the Apply Online Button below. We shortlist for our vacancies on an ongoing basis, and we may close a vacancy earlier than the advertised date. Please submit your application as soon as possible to avoid disappointment.
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