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Job Description
To work as part of either the Recruitment or the HR Operations Services Team to provide a quality, timely, customer focused HR recruitment/contractual administration/transactional service to key stakeholders, job applicants and customers throughout the Queen Mary community.
To assist with a range of administrative support appropriate to the grade and as required within the HR team, by managers and employees, abiding by all HR policies and procedures and making sure key associated tasks are delivered, including maintenance of records.
To operate as an effective and flexible member of the HR team, supporting the work of the department in the delivery of an effective HR service to line managers, staff and prospective job applicants.
Main duties and responsibilities
0 To provide a high level of customer service to all customers, including staff at the University and job applicants
0 To support the Recruitment or HR Operations function to help provide high quality HR administrative support. Duties will include:
o Recruitment administration
o Asylum & Immigration Documentation checks for New Starters/Re-Joiners/Lifecycle of Employee/ Extensions/Annual Right to Work checks
o General HR administration
o Administration of employment administration
o ResourceLink/Payroll updates
o Administration support providing letters for grading of posts
o Probation administration
o Administration of Parental Leave
o Termination of employment (all categories)
o Upkeep of electronically stored personal records
o Compliance with Data Protection Legislation
0 To provide accurate and timely information to members of staff in the wider University.
0 To apply a good working knowledge of administrative processes to answer queries and resolve problems from colleagues and external customers.
0 To manage own workload allocated by the Recruitment or HR Operations Team Leader ensuring that all queries are dealt with in a timely, accurate manner, escalating complex problems to the relevant senior colleague as required.
0 To input and make revisions to electronic systems and produce contractual and other documentation within defined quality standards and service level agreements.
0 To follow published procedures and work instructions where supplied, using appropriate judgement as to when to escalate an unusual enquiry to the Recruitment or Employment Administration Services Team Leader.
0 To ensure that all written documentation e.g., e-mail, letters, contracts are accurate and contains the correct information.
0 To work across the wider Recruitment and HR Operations Team, in response to peaks and troughs of business activity and to provide additional HR administrative support for seasonal activities such as e.g., the processing of Student Ambassador, Demonstrator, Teaching Assistant and Teaching Fellow and other short term engagements.
0 To provide information and guidance on administrative processes to any new members of staff in the department.
0 Ensure that electronic filing is carried out promptly, securely and accurately.
0 To maintain confidentiality in all matters, adhering to Data Protection legislation at all times.
Qualifications
A minimum of three GCSE?s grades A-C including Mathematics and English or Equivalent
Skills
Relevant administrative experience with the demonstrable ability to work on own initiative and take ownership of allocated activities
Previous experience of working within a Human Resources environment
Previous experience of working with HR systems, and experience of using ResourceLink would be a distinct advantage
Experience of working in a large and complex organisation
Excellent IT skills and knowledge of Microsoft Office Packages specifically Word, Excel, and Teams
Good written and oral communication skills and numeracy skills
Strong customer service skills
The ability to manage conflicting priorities and work well under pressure
Demonstrable team working ethic and skills
A keen interest in Human Resources and an awareness of and/or willingness to learn about relevant employment legislation
Able to draft written correspondence, including contractual correspondence and emails, to a good standard
Ability to present information clearly and concisely using Microsoft Office packages
Able to deal sensitively with confidential information
Good interpersonal skills
Organised, methodical and accurate with excellent attention to detail
Demonstrable focus on continuous improvement
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Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
Experience of Clinical Examination Invigilation
The post holder will primarily manage activities relating to the randomisation service and electronic data capture (EDC) system, such as taking responsibility for user access and password management, data export, circulating documents for signature, receiving and processing Serious Adverse Event (SAE) forms relating to a portfolio of trials, reviewing the content of such notifications and processing them according to regulatory requirements, co-ordinating of King?s Trials Partnership activities and managing document version control and tracking within the KCTU.
Qualifications
Degree level qualification or equivalent professional experience (a subject with either a major health related component e.g. biology, psychology, or of relevance to administration e.g. accounting, business management, NHS management would be desirable
Skills
To act as the main point of contact for approximately 100 clinical trial teams currently using the KCTU randomisation service and electronic data capture system (EDC)
- To process requests for user access to IT systems supporting the KCTU portfolio of trials accurately and promptly, with due care and attention
- Manage activities relating to randomisation and EDC system, keeping accurate auditable records
- To process Serious Adverse Event (SAE) reports in accordance with KCTU SOPs
- Occasionally, to process Emergency Code Break notifications in accordance with KCTU SOPs
- To receive and resolve queries relating to the above during the life of each project
- To provide administrative support to the King?s Clinical Trials Unit Operational Director and Business Manager along with other KCTU staff as needed
- Manage activities of the KCTU in line with KCL policy and procedures and with the Standard Operating Procedures of the Clinical Trials Unit
- To participate in inspections of the KCTU by sponsor auditors, regulatory authorities and others, ensuring key documents are readily available
- To ensure that the KCTU?s website is kept up to date and that the information is accurate
- Responsible for providing a professional, accurate and efficient service to a wide range of people including study teams, colleagues and external agencies
- Ensure compliance with GCP, regulatory legislation and ethical frameworks in respect of working practices
- Liaise with a wide range of internal and external clients to ensure requests for user access to KCTU IT systems are processed swiftly, which will involve explaining complicated procedures on how to obtain access
- Being mutually supportive and covering duties as necessary during colleagues absences and at time of additional pressure, as directed
The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.
MBBS OSCE Invigilation 23rd & 24th April 2025 (08.00 til 13.00 PM) Guys Campus
Key responsibilities
- To support the Lead Invigilator/ Staff Lead in carrying out their duties by attending briefing sessions prior to and following exam sessions as required.
- To assist with setting up the circuit(s): putting out clipboards, sharp pencils, and rubbers inside each station.
- Assist with the set-up of equipment (training will be given for the setting up of props or the resetting of station equipment).
- To assist students before the exam begins, ensuring that all students are correctly located and ready for the exam.
- To invigilate the examination circuits and guide students between stations during the exam.
- Direct examiners, patients, simulated patients to the correct stations.
- Be the first response for examiner questions or concerns, raising issues with the lead invigilator or senior examiner quickly and efficiently.
- To vigilantly monitor the room/allocated area throughout the exam in session whilst not disrupting the candidates; and ensuring a calm environment conducive to supporting students to be successful in their exams.
- To ensure that noise levels on the examination circuit are kept to a minimum and that examination conditions are maintained throughout
- To promptly report any incidents that may impact a candidate's performance to the Lead Invigilator, Circuit Lead (Marshall), OSCE Site Lead, or Senior Examiner.
- To ensure that, at the end of the exam, all iPads and materials are collected and returned to the relevant place according to set procedures as advised by the Lead Invigilator.
Qualifications
N/a
Skills
N/a
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