Thank you to all those who attended our HR Admin Masterclass on Tuesday 5 November 2019, it was great to see you all there. For those who couldn’t make it, we wanted to share some key points from the Masterclass and to let you know what you’re missing!

Paperwork may not often take priority, but keeping your HR admin in order is the foundation of good HR practice.  Good record keeping allows more efficient management of employees, and makes sure you’re legally compliant. This is important from the beginning to the end of the employee lifecycle, everything in between – and beyond!

Here are the key things we learned about HR Admin:


  • Job adverts can be legally binding – so be careful how you word them!
  • It may sound surprising, but keep unsuccessful applications for a minimum of 4 months. Candidates who never become employees may still bring a tribunal claim against you so it’s better to be armed with your records!
  • Ensure all appointed employees have CV’s or application forms, references, next of kin, ID documents, DBS checks and qualifications on file, where appropriate.
  • Make sure your job description is accurate and welcome them to the Company with an induction.


  • There are 17 mandatory clauses in a contract of employment – don’t miss any out!
  • Issue contracts within 8 weeks of employment, signed by a senior manager and check for errors! Contracts are legally binding and can be tricky to revoke or change!
  • If you get a contract wrong – give us a call! We’ll do what we can to help you get out of a sticky situation!

Employment Records

  • Make sure you keep training and development records, you just never know when they might come in handy!
  • Make sure you keep EVERYTHING in relation to Discipline and Grievance proceedings, errors in paperwork in these crucial formal processes can cost you dearly.
  • Performance Management information – we had an interesting discussion about what information is subject to disclosure in a Subject Access Request because the law is not black & white and Employers often over-disclose because they don’t know the rules.
  • Main good sickness and absence records, GP notes and health information, but make sure the information is retained securely and appropriately or you’ll fall foul of the new GDPR regs.


  • Pro rata holiday entitlement for part time employees, zero hours contracts and sickness during holidays can be tricky waters to navigate.  Make sure you know the rules and maintain accurate records of what happens, what you agree and any conversations you have with employees about the rules.
  • Make entitlements in your offer letters and contracts clear – prevent ambiguity and misunderstanding or you may find you’re paying employees more holiday than they should have!


  • ALWAYS accept resignations in writing – be wary of resignations given in haste.
  • Clarify last day of service, final pay, holiday owed or owing, how company property should be returned and how the P45 will be dealt with.
  • Complete Exit interviews to understand staff turnover rates and trends amongst leavers – keep an open mind and remember employees are entitled to their own opinions about you as an Employer, try not to take it personally but learn the lessons that are there to learn and move on.
  • Employee paperwork should be kept for at least 6 years after they leave, and if possible for up to 20 years as most insurance policies will cover you for a Breach of Health & Safety claim for this long!

There were many interesting talking points during the Masterclass we couldn’t possibly write then all in here! So if you are struggling with your HR paperwork – or anything else for that matter, we are always here to help!

Get in touch by calling 01736 339384 or email