Project Systems Coordinator

This accomplished organisation seeks a highly organised and detail‑driven Project Systems Coordinator to support the smooth running of all employee data, project and operational systems. You will play a key role in ensuring the accuracy, integrity and compliance of data, documentation and processes across the organisation.

This role is central to maintaining core systems, coordinating project‑related administration, and supporting the preparation of key operational information to ensure timely and high‑quality service delivery. Working closely with the HR Manager, Payroll Manager and wider operational teams, you will help ensure that all processes, systems and communications are well‑structured, compliant and consistently delivered. This is a busy, varied and fast‑paced role that requires excellent organisation, strong attention to detail and the ability to manage multiple priorities independently.

Key Responsibilities

Systems & Project Administration

• Maintain accurate and up‑to‑date employee and project records across internal systems, SharePoint and manual files.
• Process and maintain lifecycle documentation including contractual changes, benefits, pensions and leavers.
• Ensure document control, version management and retention practices meet data protection requirements.
• Monitor and update data within systems to ensure accuracy, consistency and compliance.
• Support payroll‑related processes by preparing and submitting required data in line with monthly deadlines.
• Provide confidential note‑taking support during formal meetings when required.
• Recruitment, Onboarding & Induction
• Manage the shared careers inbox and job board activity, ensuring timely and professional responses.
• Coordinate recruitment administration including interview scheduling and candidate communication.
• Liaise with candidates, hiring managers and recruitment agencies to support smooth recruitment processes.
• Prepare and issue offer documentation and complete pre‑employment checks including references and right‑to‑work verification
• Coordinate onboarding and induction activities to ensure new starters receive a well‑organised and welcoming introduction.
• Maintain recruitment trackers and produce regular employment reports.
• Manage the HR inbox and ensure queries are acknowledged and resolved within agreed service standards.
• Collaborate with internal stakeholders and external partners including recruitment agencies, benefits providers and pension advisers.

Data, Reporting, Analytics & Compliance

• Maintain accurate data and produce reports to support workforce and project monitoring.
• Support the preparation of metrics and dashboards for the Head of HR.
• Present data clearly and accurately to support organisational insight and planning.
• Ensure compliance with all administration processes including Right to Work checks, references, data protection and document retention.
• Maintain the library of templates, job descriptions and standard documentation.
• Monitor sickness absence administration and highlight trigger points for review.
• Maintain accurate documentation to support audit and compliance requirements.

Training & Internal Communications

• Coordinate training activities including scheduling, bookings and maintaining training records.
• Support internal communications relating to people initiatives, policy updates and organisational announcements.
• Update intranet pages and internal screens with relevant content.
• Liaise with internal stakeholders and external partners as required.
• Process & Operational Support
• Support the development and continuous improvement of systems, processes and Standard Operating Procedures (SOPs).
• Ensure consistent organisation and management of documentation across the people and project functions.
• Contribute to ongoing improvements in systems, processes and operational efficiency.

Education Requirements & Key Competencies

• Ideally educated to CIPD Level 3 or with equivalent systems, HR or business administration experience.
• Proven experience in a busy corporate environment with agile systems administration.
• Experience managing high‑volume, sensitive data with strong decision‑making and prioritisation skills.
• Proven experience working with CRM systems (Salesforce or similar) plus advanced knowledge of Excel, Word, PowerPoint and Outlook.
• Ability to produce complex and informative reports and presentations.
• Experience working proactively to improve systems, processes and procedures.
• Knowledge of HR and payroll environments is advantageous.
• Strong understanding of GDPR and compliance‑led functions.