Office and Recruitment Manager - Sharepoint and HR Administration

OFFICE & RECRUITMENT MANAGER – SHAREPOINT AND HR ADMINISTRATION Company: Bluegrid Technology Ltd, trading as Bluegrid Utilities Location: Hemel Hempstead, Hertfordshire Employment type: Permanent, full-time Workplace: Office-based Salary: £38,000–£45,000 per annum, depending on experience ABOUT BLUEGRID UTILITIES Bluegrid Technology Ltd, trading as Bluegrid Utilities, operates within the UK utilities and infrastructure sector. As our operational workforce and project activities expand, we are seeking an experienced and highly capable Office & Recruitment Manager to establish and maintain strong administrative, recruitment and information-management systems across the business. This is a responsible, hands-on management position reporting directly to the Director and working closely with HR, Project Management, Operations and other company functions. THE ROLE The Office & Recruitment Manager will be responsible for the effective daily management of the office, recruitment administration, interview coordination, personnel records, SharePoint document systems and cross-functional administrative controls. The successful candidate must be capable of taking ownership of the function, establishing reliable processes and ensuring that actions, records and deadlines are properly managed without continuous supervision. KEY RESPONSIBILITIES Office management:

• Manage the day-to-day operation and administration of the Bluegrid office.
• Establish reliable administrative processes, calendars, task controls and reporting arrangements.
• Coordinate meetings, appointments, management reviews and operational communications.
• Monitor deadlines, outstanding actions and departmental document requirements.
• Maintain organised physical and electronic filing systems.
• Coordinate office supplies, facilities, equipment and approved purchasing requirements.
• Prepare correspondence, reports, meeting notes and management information.
• Provide structured administrative support to the Director and management team. Recruitment and interview management:
• Coordinate recruitment campaigns across job boards, LinkedIn, GOV.UK and other approved channels.
• Prepare and publish approved vacancy advertisements.
• Manage candidate applications and recruitment records.
• Conduct initial application and CV screening against approved criteria.
• Communicate professionally with candidates throughout the recruitment process.
• Schedule telephone, online and in-person interviews.
• Prepare interview packs, candidate summaries and assessment documentation.
• Coordinate interview panels and maintain accurate interview records.
• Issue approved recruitment correspondence and conditional-selection documentation.
• Monitor pre-employment checks, references, training evidence and onboarding progress.
• Maintain a clear recruitment tracker showing the status of every candidate.
• Ensure recruitment decisions and records comply with equality, confidentiality and data-protection requirements. HR administration and personnel files:
• Create and maintain secure, complete and clearly structured personnel files.
• Keep recruitment, onboarding, training, right-to-work and employment records appropriately separated and access-controlled.
• Work closely with authorised HR and compliance personnel.
• Monitor outstanding employee documents, acknowledgements and policy records.
• Support the administration of attendance, probation, performance-review and training processes.
• Maintain strict confidentiality when handling employee and candidate information.
• Ensure sensitive HR information is available only to authorised personnel.
• Support GDPR-compliant retention, storage and disposal of personal information.
• Escalate employment, conduct, capability or grievance matters to authorised HR personnel and the Director. SharePoint and document control:
• Take ownership of the company's SharePoint administrative structure.
• Create and maintain professional departmental and project folder structures.
• Manage access permissions and confidential-document restrictions.
• Implement consistent file-naming, version-control and document-ownership arrangements.
• Maintain templates, registers, trackers and controlled company documents.
• Prevent duplication, unauthorised alteration and uncontrolled circulation of records.
• Support Microsoft 365 collaboration, including SharePoint, Teams, Outlook, Word and Excel.
• Train and support authorised employees in the correct use of SharePoint and company document systems.
• Conduct regular checks to ensure records are complete, current and stored in the correct location.
• Coordinate with technical specialists where advanced automation or system development is required. Governance and reporting:
• Prepare regular recruitment, onboarding, office-management and document-compliance reports.
• Identify missing information, administrative risks and overdue actions.
• Maintain clear audit trails for approvals and management decisions.
• Support internal compliance reviews and preparation for external audits.
• Ensure company policies, Director instructions and approval controls are followed.
• Recommend practical improvements to administrative and recruitment systems. ESSENTIAL EXPERIENCE AND SKILLS Applicants should demonstrate:
• Substantial experience in office management, business administration, recruitment coordination or people op erations.
• At least three years' experience in a comparable responsible role.
• Strong practical experience using Microsoft SharePoint and Microsoft 365.
• The ability to create and manage SharePoint structures, permissions, document libraries and version controls.
• Experience managing recruitment campaigns and candidate pipelines.
• Experience organising and coordinating professional interviews.
• Experience maintaining confidential HR or personnel files.
• Excellent written and spoken English.
• Strong organisational, prioritisation and deadline-management skills.
• Excellent attention to detail and record accuracy.
• Confidence communicating with directors, managers, employees, candidates and external organisations.
• Sound understanding of confidentiality, GDPR and professional record handling.
• Ability to work independently, solve problems and take responsibility for outcomes. DESIRABLE EXPERIENCE The following would be advantageous:
• CIPD qualification or relevant HR/recruitment training.
• Microsoft 365 or SharePoint certification.
• Experience within utilities, construction, infrastructure or engineering.
• Experience supporting a rapidly expanding operational workforce.
• Experience with right-to-work and compliance-record administration.
• Experience developing trackers, dashboards, workflows or simple process automation. PERSONAL ATTRIBUTES We are looking for someone who is:
• Highly organised, dependable and proactive;
• Professional and confident;
• Discreet when handling sensitive information;
• Capable of maintaining firm administrative standards;
• Comfortable managing multiple priorities;
• Process-driven but practical;
• Able to identify problems before they become operational risks; and
• Committed to accountability, accuracy and continuous improvement. APPLICATION PROCESS Please submit an up-to-date CV explaining your relevant office-management, recruitment, HR-administration and SharePoint experience. Shortlisted candidates will be required to demonstrate their practical knowledge of SharePoint, recruitment coordination, confidential-file management and office systems during the selection process. Appointment is subject to satisfactory identity, right-to-work, employment-reference and qualification checks. Please apply through LinkedIn or email your CV to: recruitment@bluegridutilities.com Bluegrid Technology Ltd is committed to fair, inclusive and merit-based recruitment. Applications are welcomed from suitably qualified candidates of all backgrounds.