Office and HR Administrator

About Us 

We’re Dayshape—an award-winning software scale-up with big ambitions and the momentum to match. Trusted by Big Four and many other top professional services firms globally, our AI-powered resource management platform is helping organisations to achieve extraordinary results.   

Our platform stands apart as the only solution that combines advanced AI, real-time project financials, and firm-wide insights to elevate resource management to a strategic function. By driving profitable growth, powering confident decisions, and ensuring satisfied clients and teams—we're helping our customers build strong organisations and careers for the long term. 

Why our customers love Dayshape: 

• We help professional firms optimise margins and increase revenue, unlocking access to more profitable work.   

• We provide complete operational visibility today and the tools to confidently predict tomorrow.   

• We empower firms to become the places where top talent wants to work - and the best clients want to work with.  

Recognised as Scotland’s fastest-growing tech company in the Deloitte Technology Fast 50 for three consecutive years and more recently as the Enterprise Digital Tech Business of the Year at the 2024 ScotlandIS awards, we’ve consistently proven our ability to innovate and deliver real impact—and we’re always looking for like-minded people to join us. 

At Dayshape, our purpose is to improve people's working lives, and our culture is an important driving force in helping us to do just that. We're a friendly, inclusive, and ambitious team—driven by our values and a shared commitment to success. If you’re ready to join a fast-growing, high-impact company that’s reimagining resource management, then let’s talk.  

About the role 

We are seeking a highly organised and proactive Office & HR Administrator to support the smooth running of our office operations and HR processes. This role is pivotal in ensuring efficient administrative support across talent acquisition, onboarding, and offboarding, while maintaining a welcoming and professional office environment for all of our Dayshapers. Ultimately this role will shape all of our Dayshaper’s experience in the office and even before day 1 when they are hired and onboarded with Dayshape!  

What you’ll do 

Every day is different at Dayshape but as a guide, here are some of the main responsibilities that we envisage with this role – we also act on feedback so that you get to shape this role as well.    

Office Administration 

• Manage day-to-day office operations, including supplies, equipment, and facilities. Ensure meeting room and desk tech readiness and report any issues to the IT & Cybersecurity Manager.  

• Triaging requests and feedback from the office feedback form.  

• Act as the first point of contact for office-related queries and the main doorbell assistance (greeting visitors and receiving deliveries). Provide team support such as coordinating meeting rooms, travel arrangements, and catering such as the office Monday lunch, and board meetings. 

• Provide administrative support for company and team events.  

• Maintain accurate records and filing systems (digital and physical). 

Recruitment Administration 

• Support the talent acquisition process and recruitment admin, by helping posting job adverts, scheduling interviews, and liaising with candidates. 

• Help to maintain our applicant tracking system (Workable) and recruitment documentation. 

• Assist TA team and hiring managers with interview coordination and feedback collection. 

• Ensure compliance with recruitment policies and GDPR requirements. 

HR Administration 

• Prepare and issue offer letters and associated paperwork, contracts, and onboarding packs. 

• Coordinate pre-employment checks (right-to-work, references, etc.). 

• Set up new starters on HR and benefit systems and ensure smooth induction. 

• Coordinate timely kit delivery for new starters with IT & Security Manager 

• Organise welcome sessions and provide first-day support for new starters based in Edinburgh. 

• Process resignations and prepare exit documentation. 

• Coordinate exit interviews and collect feedback. 

• Ensure timely removal of access rights and return of company property by liaising with the IT & Security Manager 

• Update HR systems and maintain accurate leaver records. 

• Process job changes and other employee lifecycle-related administration tasks (letters, updating HRIS and payroll) as required. 

• Keeping Confluence up to date and accurate (policies, benefit information, processes, FAQs etc.) 

• Acting as a first line for People-related enquires, such as working abroad requests and HRIS-related questions, escalating as required. 

About you 

• Previous experience in office administration and HR support roles. 

• Strong organisational and multitasking skills. 

• Excellent communication and interpersonal abilities. 

• Proficient in MS Office and HR systems (ie Employment Hero, Workable or similar). 

• Knowledge of employment legislation and GDPR compliance is desirable. 

• Detail-oriented and proactive. 

• Ability to maintain confidentiality. 

• Positive attitude and team player. 

• Strong problem-solving skills. 

What you’ll get 

• Salary £28,000-£30,000 dependent on experience 

• At least £1,000 per year to spend on professional and personal development 

• 33 days' holiday per year (including bank holidays), increasing by 1 day each year to a maximum of 40 days 

• Paid four-week sabbatical in your fifth anniversary year on top of your holiday entitlement 

• Enhanced family leave policies 

• Private healthcare and rewards through Vitality 

• Income protection and death in service cover 

• Matched 5% auto-enrolment workplace pension scheme 

• Access to wellbeing offerings, such as our Employee Assistance Programme and a dedicated counselling service 

• Volunteering time – up to 20 hours a year to participate in volunteer work 

• Regular All Hands meeting for inspiration and over-communication 

• Time out of the working week for team socials each month, with a mix of in-person and virtual options: past events include hiking, family BBQs, board games and at-home cocktail classes! 

• Genuinely nice, smart people to work with, who are excited about growing our company  

Working Details 

This is a full-time role (37.5 hours per week). We typically work from 09:00 - 17:30 from Monday to Friday, though we’re happy to be flexible around this. If you’d like a flexible working arrangement, please just let us know in your application.  

Due to the nature of this role, we’re looking for someone in/around Edinburgh, able to work on a full-time basis in our Haymarket office, 5 days a week.  

Join the team! 

Equality of opportunity is more than just a responsibility: we believe it’s a huge advantage to welcome a variety of experiences and perspectives into the team. Diversity is a great asset and, as such, we strongly encourage applications from any background. 

This is your opportunity to really influence how we get things done and to provide excellent support for our busy people team. We're doing well, but there's lots more to do to maintain the high bar and pace that we've set. 

Everyone here is growing personally as the company grows, so if that sounds like something you’d like to be part of, we’d love to see your application. The deadline for applications is Monday 2nd February at 12:00pm. Initial phone calls will be conducted over the next couple of weeks. 

Please note, we cannot provide sponsorship for this role.