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HR Assistant
Job Description
NOT SUITABLE FOR STUDENTS
Job purpose
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
To provide a high level of customer service to all customers, including staff at the University and job applicants
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
To provide accurate and timely information to members of staff in the wider University.
To apply a good working knowledge of administrative processes to answer queries and resolve problems from colleagues and external customers.
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.
To input and make revisions to electronic systems and produce contractual and other documentation within defined quality standards and service level agreements.
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.
To ensure that all written documentation e.g., e-mail, letters, contracts are accurate and contains the correct information.
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.
To provide information and guidance on administrative processes to any new members of staff in the department.
Ensure that electronic filing is carried out promptly, securely and accurately
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
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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Qualifications
MSc in an area related to psychosocial care - preferably diabetes related
Skills
Diabetes psychosocial research experience essential
Literature review experience
Staff required with excellent attention to detail for a role within the International Support and Compliance Team.
Role includes: Supporting the Right to Study Document Checks event for new international students joining the University.
Answering basic queries from staff and students.
All training provided
Qualifications
None
Skills
Attention to detail Quick learner
Ability to work under pressure
If you are looking to work in Higher Education - we have an amazing opportunity for you not to be missed!
Queen Mary University of London is looking for a Centre Administrator at Centre for Primary Care, Wolfson Institute of Population Health, FMD. The Wolfson Institute of Population Health harnesses expertise across a wide range of population based research and education activities and aims to be an internationally recognised centre of excellence in population health and preventive medicine.
Main duties and responsibilities:
General activities
- To support the Centre Manager in managing the day to day running of the Centre, taking responsibility for management tasks or projects as directed.
- To deputise for the Centre Manager in their absence, including advising Centre staff on HR and financial procedures.
- To act as the main administrative point of contact for the Centre, both internal and externally.
- To assist with the dissemination of information to staff within the Centre, the most usual medium for which will be email.
- To respond to routine correspondence.
- To ensure confidential records are maintained according to University regulations and kept up to date.
Administrative activities:
- To provide administrative support to the Centre Manager, Centre Lead and senior staff in the Centre.
- To act as secretary to Centre meetings, including booking rooms, preparing agendas, circulating papers and taking minutes.
- To provide administrative support for the Centre’s allocation of teaching quotas and obligations.
- To provide support for workshops and seminars, including organising hospitality as required.
- To organise national and international travel and accommodation for Centre staff as directed by the Centre Manager.
- Collating information and writing material for newsletters, brochures and for the website and intranet to communicate key information.
Finance:
- To assist the Centre Manager with monitoring financial activities within the Centre, (dealing with financial transactions, including issuing/paying invoices).
- To administer statements of University Purchasing Cards within the Centre, processing and verifying expense claims, raising purchase orders and ensuring this is delivered in line with the University’s financial regulations.
- To ensure adequate office supplies including liaison with suppliers and the central Purchasing Office to ensure cost-effectiveness, and to keep budgetary control of associated finances, including processing payments, maintaining accurate financial records and monitoring telephone and postal expenditure.
- To assist the Centre Manager to monitor budget performance, including identifying any errors or inconsistences.
Human Resources:
- To manage visiting workers and honorary staff paperwork, ensuring records in relation to these are maintained.
- Responsible for coordinating temporary contracts and extensions to fixed term contracts via the University electronic system (iGrasp).
- To assist with recruitment interview arrangements.
- Coordinating post-off HR process, e.g. setting up offer page and passport/visa verification.
- To be responsible for coordinating the staff induction, ID cards, IT equipment and University accounts (email etc).
- To assist the Centre Manager with monitoring sickness absence and annual leave arrangements for staff within the Centre.
- To update the University Staff Directory with Centre’s staff information.
- To maintain a list of Centre staff trained in interviewing skills and ensure staff who may need to interview to attend relevant training.
Health and Safety:
- To act as the Centre Health and Safety Officer, ensuring that regular monitoring of office areas is carried out in liaison with the Institute Health and Safety Coordinator.
Work Placements:
- To liaise with the Director’s Office with regards to the Institute’s work placement scheme.
Qualifications
A-levels in Maths and English, equivalent qualification or experience
First degree or equivalent relevant experience
Skills
Substantial experience in a similar administrative role
Experience of planning and progressing work activities
Experience of servicing a committee
Experience of working in Higher Education or the NHS
Experience of financial and other record keeping
Experience of HR and recruitment procedures
Skills/Abilities
Ability to prioritise a varied workload and plan ahead to meet deadlines, with minimal supervision
Excellent organisational skills
Excellent written and verbal communication skills
Good IT skills, including spreadsheets, email, work processing and databases (Microsoft Office)
Good numerical skills with a methodical approach and attention to detail
Excellent interpersonal skills and ability to interact with a diverse range of staff at all levels
Ability to work within a team and contribute to effective team working
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