HR Admin Cheltenham

Location: Cheltenham, United Kingdom

The Role:

Rainbowls Group, established in 2023, is a fast-growing UK-based hospitality business with popular locations in Cheltenham, Bristol, and Worcester. We are known for offering nutritious Acai bowls, smoothies, juices, coffee, and wholesome baked goods in a welcoming and relaxed atmosphere. We also recently opened a new brand Loaf & Co, which you will also manage HR for within this role. As our HR Admin, you will play a key role in shaping and managing HR functions as we continue to expand. This part-time role (16 hours per week) is primarily remote, but occasional travel to Cheltenham and other locations may be required.

As part of this role, you will lead the implementation of a new HR system, such as Rota Ready, Deputy, Connect team (system to be decided) to streamline rota management, attendance tracking, and HR processes across all our locations. Additionally, you will work on developing our employee handbook, employment contracts, and employee records to ensure they comply with current legal requirements and best practices. You will meet weekly or as required with the Management team to map priorities, identify additional needs, and align HR efforts with company goals.

This is a fantastic opportunity for someone with HR experience to contribute to a young, dynamic company that values innovation and employee well-being. You’ll be responsible for recruitment, staff rotas, compliance, training development, and ensuring efficient HR administration across our growing team.

Key Responsibilities:

1. Recruitment & Onboarding:

  • Job Posting & Candidate Screening: Advertise job vacancies across recruitment platforms and job boards; screen candidates, conduct initial interviews, and manage the hiring process.

  • Onboarding: Oversee a smooth onboarding process by handling all necessary paperwork, preparing employment contracts, and conducting new hire orientations. Ensure new employees are integrated into our culture and are familiar with company policies and procedures.

  • Right-to-Work Checks: Ensure all employees have the legal right to work in the UK, including managing necessary checks and documentation.

2. Rota & Shift Management:

  • Scheduling: Create and manage staff schedules across multiple sites, ensuring appropriate shift coverage based on business needs and employee availability.

  • Shift Cover: Actively manage availability and last-minute changes to ensure all shifts are filled promptly and efficiently.

  • Compliance: Ensure that work schedules comply with UK working time regulations, including proper rest periods and maximum working hours.

3. HR System Implementation:

  • Lead HR System Rollout: Take ownership of the implementation of a new HR system (e.g., Rota Ready, Deputy, Connectteam) across all company locations.

  • Training & Support: Train managers and staff on how to use the new system effectively, and provide ongoing support as required.

  • Process Optimisation: Work closely with management to customise the system to meet our business needs, including rota management, attendance tracking, and performance monitoring.

4. HR Administration & Compliance:

  • Develop HR Documents: Update and refine the employee handbook, employment contracts, and employee records to ensure compliance with UK employment laws and best practices.

  • GDPR Compliance: Ensure that all employee data is handled and stored in line with GDPR regulations.

  • Record Keeping: Maintain accurate and up-to-date employee records, including attendance, holidays, and performance data.

  • Payroll & Pension: Provide support for payroll and pension administration, ensuring accurate attendance and holiday data is provided to the payroll team.

  • Contracts & Systems Development: Assist in refining and updating employment contracts and HR systems, ensuring that all templates are legally compliant and reflect the company’s evolving needs.

5. Health & Safety:

  • Health and Safety Protocols: Ensure that all health and safety policies are up-to-date and adhered to, including compliance with all legal standards.

6. Employee Relations & HR Support:

  • First Point of Contact: Be the first point of contact for employee queries, offering guidance on HR policies, employment contracts, working conditions, and benefits.

  • Conflict Resolution: Assist in mediating employee disputes and help resolve any workplace conflicts, escalating more serious issues to the management team when necessary.

  • Staff Communication: Communicate important HR updates, policy changes, and other company announcements clearly and effectively to the team.

7. Training & Employee Development:

  • Training Records: Maintain a comprehensive database of staff training, ensuring that all employees are up-to-date with mandatory training and certifications.

  • Employee Growth: Work with managers to track employee progress, identify areas for development, and coordinate additional training or certification opportunities as needed.

8. Weekly Management Collaboration:

  • Weekly Meetings: Meet regularly with the Management team (weekly or as required) to review HR priorities, discuss new needs, and ensure that HR activities align with overall business objectives.

Key Requirements:

Qualifications:

  • Bachelor’s degree in Human Resources, Business Administration, or a related field (preferred).

  • 1-2 years of experience in HR, ideally within the UK hospitality or restaurant sector.

Skills:

  • Rota Management: Experience managing schedules in a fast-paced, shift-based environment.

  • Organisation & Time Management: Ability to juggle multiple tasks and meet deadlines.

  • HR System Implementation: Previous experience implementing HR software systems is highly desirable.

  • Communication: Excellent communication skills, both written and verbal, for working with employees across all levels of the business.

  • Tech Proficiency: Familiarity with HR software and rota management tools, with experience in systems like Rota Ready, Deputy, and Connect Team for example being a plus.

Attributes:

  • Problem-Solving: Strong problem-solving skills, especially related to staffing issues, employee relations, and system implementation.

  • Autonomy: Able to work independently with minimal supervision, while proactively managing tasks and responsibilities.

  • Attention to Detail: Meticulous in maintaining accurate records and ensuring compliance with UK labour laws.

Why Join Rainbowls Group?

  • Growth Opportunities: As Rainbowls expands, there are opportunities to grow and develop within the company. You’ll be instrumental in shaping our HR department and leading the implementation of a new HR system.

  • Flexible Work Environment: Enjoy a hybrid work arrangement, based primarily in Cheltenham with options for remote work, and occasional travel to our sites in Bristol, Worcester, and future locations.

  • Supportive Culture: Be part of a friendly, collaborative team that values both employee well-being and a fun, welcoming atmosphere for customers.

IHow to Apply:
Please send your CV and a brief cover letter to jonathan@rainbowls.co.uk with the subject line ‘HR Role’.