People & Recruitment Administrator

About the company

We make theatre in the hills with ambitions that reach far beyond them. With Alan Cumming as Artistic Director, we’re giving daring ideas room to breathe and making work that surprises people. It’s an exciting time to join us, and our people are at the heart of it.

Your tasks

The part you’ll play You’ll be the central coordination point for our People & Culture administration, helping every stage of working at PFT run smoothly, from someone’s first application to their last day.

Working closely with our Senior People Adviser, you’ll coordinate recruitment and onboarding, prepare employment documents, maintain our HR system and records, and keep payroll information and important deadlines on track. Colleagues and candidates will know they can count on you for a helpful response and reliable follow-through.

Make your mark behind the scenes There’s room here to take ownership, suggest better ways of working and help shape a People & Culture service we can be proud of. Your work will support the people whose creativity, skill and dedication bring our theatre to life.

Recruitment and Selection

• To administer the Recruitment Authorisation Process, checking that every vacancy is approved, budgeted and has an up-to-date job description and person specification before it is advertised.
• To manage applications through the Theatre's recruitment process or system, acknowledging all applications promptly and keeping candidates informed at each stage.
• To support shortlisting by preparing shortlisting packs and matrices, coordinating panel scoring and making sure decisions are made against the person specification and recorded.
• To arrange interviews and assessments, including booking rooms or online meetings, coordinating panel availability, preparing interview packs and helping managers develop interview questions and practical tasks.
• To make sure candidates are asked about, and offered, reasonable adjustments at every stage of the process, in line with the Theatre's Recruitment and Selection Policy and its commitment to equality, diversity and inclusion.
• To administer equal opportunities monitoring, keeping monitoring data separate from applications, and to produce anonymised reports on applicant diversity to support the Theatre's EDI Plan.
• To send outcome letters and emails to unsuccessful candidates and to arrange feedback where requested.
• To liaise with recruitment and employment agencies and job boards, and to maintain a record of all agency and temporary workers engaged by the Theatre, making sure the correct contractual and payment arrangements are in place.

Pre-employment Checks and Onboarding

• To complete and record right to work checks for all new starters in line with Home Office guidance, including follow-up checks for employees with time-limited permission, and to support the administration of any visa or sponsorship requirements.
• To request and record references and to follow up any that are outstanding or unsatisfactory.
• To administer PVG Scheme and other Disclosure Scotland checks for roles that require them, and to maintain a record of all checks and their renewal dates.
• To prepare and issue offer letters and contracts of employment, including permanent, fixed-term, seasonal and casual arrangements, making sure the correct terms and pay rates are applied.
• To coordinate the onboarding of new starters, including new starter paperwork, payroll and pension information, ID and system access, and to schedule and support corporate induction, working with line managers so that new employees feel welcomed and prepared.

Contracts and Employee Changes

• Support the senior people advisor with preparing and issuing variation letters for changes to hours, pay, job title, location or other terms, and to make sure changes are agreed, recorded and notified to Payroll.
• To monitor fixed-term and seasonal contract end dates and prompt managers in good time to confirm extensions, renewals or endings, issuing the appropriate letters.
• To administer the probation process, issuing reminders to managers, recording outcomes and issuing confirmation or extension letters.

Requirements

We’re looking for a People & Recruitment Administrator who loves getting the details right, keeps things moving and brings warmth and care to a busy working day.

You’re organised, switched on and proud of doing a job well. You spot the missing detail, anticipate the next deadline and juggle competing priorities without losing sight of the people behind the paperwork.

You’ll bring strong administrative experience, including HR and/or recruitment administration, confident Microsoft 365 skills (particularly Excel) and experience maintaining an HR system or similar database.

A working knowledge of UK employment law is essential, along with discretion, sound judgement and an approachable manner. CIPD Level 3, or working towards it, would be welcome but isn’t essential.

Other

The nuts and bolts

• Job Title: People and Recruitment Administrator
• Responsible To: Head of People and Culture
• Salary: Up to £29,500, depending on experience.
• Hours: Permanent, full time, 35 hours per week over five days, on an annualised hours basis.
• Location: Primarily onsite at Pitlochry Festival Theatre, with some hybrid working by agreement and according to operational needs.