HR Administrator

About us

 

First Bus London is the trading name for our London bus operations. As one of the largest bus operators in London, with a market share of approximately 12%, we operate bus services in and around the capital under contract to Transport for London (TfL), the capital's transport authority. Together, our team of nearly 3,700 dedicated colleagues operate 1,000 buses from ten garages across 83 routes in west and central London – serving 180 million passengers every year.

Drawing on the knowledge of our historical past and the expertise of our parent company, FirstGroup - a market leader in the public transport industry, we are united in our pursuit of excellence.  Excellence in our safety standards, performance excellence, achievement of our zero emissions objectives and in ensuring that every member of our team feels valued and fulfilled in their work.

e employ dedicated people who share our vision and values and want to build something great together. Our mission is to provide efficient, reliable, safe and increasingly sustainable transport links that connect communities. Our multicultural, talented team is made up of individuals who possess the skills and expertise necessary to make a difference in today's increasingly competitive public transport market. Regardless of their position in the company, our view is that everyone has a valuable part to play in delivering the very best.

Responsibilities S

The role will be focused on Data Subject Access Requests (DSARs), you will be responsible for managing and processing all employee-related Data Subject Access Requests in line with UK GDPR and Data Protection legislation. This role ensures that requests are handled accurately, confidentially, and within statutory deadlines, while supporting the organisation's commitment to data privacy and compliance.

 

DSAR Management

• Manage end-to-end processing of Data Subject Access Requests (DSARs) relating to current and former employees.
• Log, track, and prioritise incoming DSARs to ensure compliance with statutory deadlines (typically within one month).
• Review and validate requests, confirming identity and scope where required.

Data Collection & Review

• Liaise with HR, IT, Legal, and other departments to identify and retrieve relevant personal data.
• Collate information from various HR systems, email records, and physical files.
• Conduct initial data reviews to identify sensitive, third-party, or exempt information.

Redaction & Compliance

• Apply appropriate redactions to protect third-party data and confidential information.
• Ensure all responses meet GDPR requirements and internal data protection policies.
• Escalate complex cases or exemptions to Legal or Data Protection Officer (DPO) as necessary.

Communication & Stakeholder Management

• Act as a key point of contact for DSAR-related queries within HR.
• Communicate clearly with requestors regarding timelines, scope, and outcomes.
• Provide updates to internal stakeholders on DSAR progress and risks.

 Record Keeping & Reporting

• Maintain accurate records of all DSARs, including actions taken and outcomes.
• Support audits by ensuring documentation is complete and compliant.
• Produce reports and metrics on DSAR volumes, trends, and response times.

Continuous Improvement

• Identify opportunities to improve DSAR processes, efficiency, and compliance.
• Support the development and maintenance of HR data governance procedures.
• Assist with training HR colleagues on data protection and DSAR handling best practice.

 

Other Duties

• Managing and maintain the HR enquires inbox
• Manage and maintain employee records and HR databases
• Conduct new employee orientations and ensure proper onboarding
• Handle employee inquiries regarding policies, benefits, and procedures
• Support HR projects and initiatives aimed at improving workplace culture and employee engagement
• Manage the administration of the staff travel passes
• Run statistical reporting for key HR metrics (e.g. staff turnover and absence) from the HR database
• Managing the administration of employee benefits and being first point of contact for suppliers
• Run HR reports for distribution to garages (such as alcohol and drug testing report and the night workers questionnaire report) and monitor feedback and responses
• Oversee responses to subject access requests from employees
• Ensure training databases and the HR system are up to date through accurate, timely data entry into individual training records
• Process purchase orders and invoicing for HR suppliers
• Any other day to day administration required to support the HR and Learning and Development Function

Job Details

We are seeking a highly organised and detail-oriented HR Administrator to join our team. The ideal candidate will have a strong background in HR functions and will play a crucial role in ensuring smooth HR operations within our company.

Education

• Bachelor's degree in Human Resources, Business Administration, or a related field

Competencies Required

Essential

• Experience in an HR administrative or HR operations role.
• Excellent organisational and time-management skills
• Proficient in MS Office and strong Excel skills
• Exceptional communication and interpersonal skills
• Ability to handle sensitive information with confidentiality
• Strong problem-solving skills and attention to detail
• Strong understanding of GDPR and data protection principles, particularly DSAR handling.
• Excellent attention to detail and ability to handle sensitive information confidentially.
• Strong organisational skills with the ability to manage multiple requests and deadlines.
• Experience working with HR systems and data records.
• Strong written communication skills.

Desirable

• Previous experience processing DSARs or working in a data privacy/compliance role.
• Knowledge of employment law and HR data practices.
• Experience working with legal or compliance teams.