HR Administrator

At Fora, we’re fuelled by a desire to enhance the way people work. We’re here for the progressives, the forward thinkers, the status quo-challengers, the creators and the innovators. With signature hospitality, a likeminded community of members and a re-energising wellness experience, Fora takes the grind out of daily work-life, so members can focus on what’s important – working productively, healthily and happily.

Our journey began over 20 years ago, when we opened our first location on London’s City Road. Since then, our collection has grown to over 60 distinctive workspaces across London, the UK and Germany, totalling 3.2 million sq ft of real estate. And in the last two decades we’ve welcomed nearly 30,000 members through our doors and boast market-leading retention rates.

As a trusted workspace provider for teams of all sizes, from established brands to new ventures, our uniquely designed, flexible office spaces come with a range of exceptional on-site amenities and a dedicated Member Experience team to take care of all the day-to-day details. Ocado, The British Fashion Council, BP and Pangaia are just some of the businesses who call a Fora workspace home.

Fora is part of The Office Group, backed by Blackstone and Brockton Capital. We have ambitious plans to expand our collection of workspaces in the future, pioneering industry change through our conscious design and construction practices, and creating workspaces that empower our members to work in their own unique way.

The Role

To support the People team, in all aspects of generalist HR administration and proactively managing administrative activities and processes. To be the first point of contact for all general HR queries, identifying where the queries can be managed within the team and taking ownership of queries and processes, ensuring they are resolved in a timely manner. Being visible, approachable and building relationships with employees to ensure they feel able to reach out for with any issues.

Initially, the role will have a strong operational focus, ensuring our core People processes, employee data and administration are accurate, responsive and well managed. As our systems and ways of working evolve, automation will increasingly reduce routine administrative activity, enabling the role to develop a stronger focus on data, reporting and insight. The HR Administrator will be integral to this transition, helping to identify opportunities to simplify and automate processes, improve data quality and use People data to spot trends, answer questions and support better decision-making.

Key Responsibilities

Administration

- Ensure the HR System, organisation charts and all HR trackers are maintained accurately
- Ensure all employee files are maintained and up to date in line with GDPR regulations on both the HR system and in sharepoint
- Work with the HR team to prepare and issue all new employees with an employment contract and new starter documentation
- Prepare and issue all contract/ amendment documents ensuring are provided to employees and recorded on individual’s files for all changes relating to Terms and Conditions/policies ensuring accuracy
- Work with the HR team to ensure all processes for leavers are completed – confirmation letters, exit interviews, leaver forms
- Ensure all new employees have full reference checks completed prior to joining the Company and provide references to other employers when requested
- Complete the new starter onboarding and leaver offboarding process for all employees to ensure IT equipment is set up and received back in time
- Manage the People HR inbox and be the point of contact for all general HR enquiries (contract, holidays, sickness)
- Handle all HR invoices ensuring they are recorded, processed, manage PO’s on the SAP system and liaise with suppliers and Accounts Payable Team regarding invoices and payment
- Support the People team in the administration and implementation of processes including but not limited to Performance Review, Salary Review, Holiday Buying, Objective Setting
- Identify repetitive or manual People processes that could be simplified, standardised or automated, and support the testing and implementation of improved ways of working
- As automation and self-service increase, take ownership of monitoring exceptions, resolving data or process issues and ensuring the employee experience remains accurate and responsive.

Reporting

- Act as the HR system expert, prepare reports and analyses as required
- Support with data preparation and reporting required for onboarding, leaver, sickness, social impact, benefit, budget reporting
- Track and monitor spending to ensure the People team remains within allocated OPEX budget
- Produce regular reporting on key workforce measures, identify emerging trends and highlight areas that may require further attention
- Provide clear commentary on what the data is showing and the questions it may raise for the People team
- Support improvements to dashboards, reporting routines and data definitions so that People information is consistent, accessible and useful for decision-making.

Payroll

- Collate all relevant payroll changes and ensure all information is input in line with payroll cut off deadlines
- Review monthly absence reports, managing sickness documentation and communicating any relevant payroll implications to the employee and managers on a monthly basis
- Support the payroll team in preparing any data required for HMRC or benefit renewal submissions

- Provide any other duties and ad-hoc support across the People Team.

Requirements

Knowledge and experience

- Previous experience of working as an HR Assistant or Administrator within medium sized business
- Knowledge of HR processes, payroll and administrative tasks
- Experience working in a fast pace office environment
- Strong MS Office skills, particularly Excel
- Experience producing reports or working with People data, with an interest in developing further analytical capability
- An interest in how HR technology, automation and self-service can improve efficiency and the employee experience.

Education and qualifications

- CIPD or part CIPD qualification desirable but not essential.

Job specific and technical skills

- Process driven
- Organised and structured approach to work with excellent plannning and co-ordination skills
- High attention to detail and accuracy
- HR system management
- Comfortable working with data and spreadsheets, checking accuracy and drawing out straightforward trends
- Able to learn and confidently use reporting, workflow and automation tools
- Confident using approved AI tools to support routine HR administration, draft communications and summarise information, checking all AI outputs for accuracy and tone
- Able to identify practical opportunities for AI-assisted reporting and workflow improvements and test outputs.

Behavioural competencies

- Strong verbal and written communications skills and the ability to communicate with all levels of the organisation
- Strong analytical skills
- Enjoys working as part of a team and independently
- Ability to develop and maintain effective working relationships with internal and external managers and contacts
- Proactive, solutions focused approach to tasks
- Enjoys working in a fast-paced, people focused
- Confident in dealing with queries in person and via e-mail
- Curious about what the data is telling us and willing to ask questions, investigate anomalies and share practical insights
- Positive about change and able to see automation as an opportunity to improve processes and increase the value provided by the role.

Benefits

At Fora, we believe work should enhance your life—not compete with it. That’s why our benefits are designed to support your wellbeing, fuel your ambitions, and give you the freedom to live and work your way.

💼 Work Your Way

- Core working hours with flexibility
- Two weeks ‘Work from Anywhere’ – swap your desk for a beach, a mountain… anywhere that inspires you

🌴 Time to Rest & Recharge

- 28 days’ annual leave + bank holidays
- Your birthday off – celebrate you
- Buy additional annual leave to create even more time for what matters

💪 Wellbeing & Security

- 5% matched pension scheme – supporting your future
- Life assurance for peace of mind
- Discounted gym membership to keep you feeling your best
- Health cash plan - supporting day to day medical expenses
- Mental wellbeing support - confidential in-person or online therapy sessions

🚴 Smarter, Greener Commuting

- Cycle to Work Scheme
- Season Ticket Loan to make your journey easier and more affordable

☕ Perks That Make You Smile

- 25% off at Fora cafés – your morning coffee just got better
- 2 x volunteer days / year