Human Resources Coordinator
About RUSI
The Royal United Services Institute (RUSI), based in London, Brussels and Nairobi, is the UK’s leading independent think tank engaged in cutting edge research in defence and security. Its mission is to inform, influence and enhance public debate on a safer and more stable world. RUSI is a research-led institute, producing independent, practical and innovative analysis to address today’s complex challenges.
Role Purpose
The HR Coordinator is a key role within a small, high-impact HR team. The post holder provides the operational backbone of the HR function, ensuring that HR processes, records and systems run smoothly and that staff and managers receive a responsive and professional service.
The role is ideal for a highly organised HR or administrative professional looking to develop a strong generalist foundation within a mission-driven organisation.
Key Responsibilities
HR administration and first point of contact
- Act as the first point of contact for HR queries via the central HR inbox, responding to routine enquiries and escalating appropriately
- Maintain accurate and up‑to‑date employee records in the HR system (Plumm), ensuring compliance with data protection and audit requirements
- Manage contracts, contract variations, starters, leavers and documentation
- Assist the HR team with project administration, including taking ownership of assigned projects
Recruitment coordination
- Coordinate recruitment administration from advert approval through to offer stage
- Create and maintain recruitment folders and documentation
- Schedule interviews and manage candidate communications
- Support use of the recruitment system (Plumm) once roles are approved
Onboarding, payroll and benefits support
- Coordinate onboarding processes, including right‑to‑work checks and induction administration
- Liaise with Finance on monthly payroll changes, benefits updates and queries
- Maintain accurate records of benefits, leave and contractual changes
HR systems, templates and information
- Own and maintain the HR SharePoint pages, ensuring information, policies and templates are current and accessible
- Support continuous improvement of HR processes and documentation
- Assist with reporting and data requests from the HR system as required
Training and development coordination
- Coordinate training and development activity
- Maintain training records and learning histories in the HR system
- Organise logistics for internal and external training
- Liaison with training providers and internal stakeholders
- Support tracking of mandatory and priority training needs
Staff wellbeing and culture
- Provide coordination and administrative support for wellbeing and culture initiatives across the organisation
- Support the delivery of wellbeing activities, events and communications, working with the HR Advisor and HR Director
- Assist with the coordination of staff engagement activities, networks, surveys or feedback exercises as required
- Act as a point of contact for practical queries relating to wellbeing initiatives, signposting where appropriate
The above list of duties is not exhaustive. The post holder will be required to undertake such duties that may reasonably be expected within the scope and grade of the role.
Our expectations
We expect all staff to abide by and promote RUSI’s Mission and Values https://rusi.org/content/values
Person specification
Essential skills and experience
- Excellent organisational skills with attention to detail and the ability to prioritise workload to consistently meet agreed objectives and produce accurate work within deadlines.
- A solid team player with the ability to work supportively and collaboratively, exercising good judgement and using own initiative to find solutions.
- Experience of working within an HR department/ significant administrative experience in a fast-paced environment.
- Awareness of data protection and information security guidelines, and their application to sensitive, personal or confidential information.
- Excellent verbal and written communication skills with the ability to write complex meeting notes.
- An understanding of the confidential nature of HR.
- Self-motivated self-starter, able to work autonomously with minimum supervision.
- A flexible approach to work and the duties to be carried out, willing to learn new areas.
- Ability to deal with conflicting priorities and evolving tasks in a calm and structured way.
- Excellent IT skills with the ability to analyse large information to arrive at valid conclusion.
- Commitment to the mission and values of the Institute.
Desirable skills
- Working towards an HR qualification (e.g. CIPD level 5), or a desire to do so.
- Previous experience of working with an HR/or other information system.
- Some experience with HR projects, bonus for exposure to diversity, inclusion and wellbeing initiatives.
- Some knowledge and application of relevant legislation and ACAS code of practice and legal requirements.
- Experience of working in think tank/ not-for-profit sector.
Benefits
- 25 days annual leave (rising with service)
- Additional days off during Christmas - RUSI Christmas closure days
- Generous pension contributions at 6% employer contribution,
- Access to 24/7 Employee Assistance Programme
- Season ticket loan
- Free access to RUSI's world leading programme of events and conferences, research materials and library
- Trained Mental Health First Aiders
- *Enhanced sick pay
- *Enhanced maternity and paternity leave
*Depending on length of service
Application Process
To apply, please click on the apply button and follow the instructions. You will be asked to include: Your CV and a Cover letter.
Closing date: at 23:59 on the 15th April 2026.
Applications will be reviewed on a rolling basis, and the closing date brought forward or extended if needed. Early application is encouraged. Only shortlisted applicant will be contacted.
Applicants must have the right to work in the UK. Any offer of employment will be subject to satisfactory Right to Work checks.
Equal Opportunity and Values
At RUSI you will be appreciated and valued. Our stakeholders, transactions, and projects are international and diverse, so we work hard to create inclusive teams that support our efforts and each other. We are committed in promoting equality and diversity in our workforce and make it as diverse as the communities we serve. Our recruitment data helps us monitor the effectiveness of our recruitment practices in order that we can continue to improve on creating a more diverse workforce.
We’re aware that the questionnaire may not capture the rich complexities of our backgrounds and identities, so we apologise if these are not best described. Please note that this data will be kept confidential and separated from your job application. If you are uncomfortable sharing, choose "Prefer not to say" or skip the questions entirely.
If you have any questions, please contact hr@rusi.org