HR Administrator

Advert

HR Administrator
School of Computer Science & Informatics
College of Physical Sciences and Engineering

An exciting opportunity has arisen for a HR Administrator to join the School of Computer Science and Informatics. Reporting to the Deputy School Manager, you will proactively administer all aspects of human resources management activity delegated to the School and be a proactive and collegial member of the School’s Professional Service staff, and work closely with human resources colleagues located in the College of Physical Sciences and Engineering.

You will act as the first point of contact for all HR related queries within the School, providing detailed advice and guidance to all stakeholders of varying seniority across the University. You will need to be comfortable working independently, pro-actively generating and managing your own workload, and be able work professionally with colleagues at all levels within the University. 

For an informal discussion about the role please contact Charlie Balcombe, Deputy School Manager – [email protected].

Informal enquiries in relation to the recruitment / application process can be sent to [email protected] .

This position is full-time (35 hours per week), is open-ended, and available from 31st May 2022.

Salary: £22,847 - £27,116 per annum (Grade 4)

Please note: Interviews are expected to be held on Tuesday June 14th
 
Date advert posted: Friday, 20 May 2022

Closing date: Monday, 6 June 2022

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting all its employees in achieving the necessary balance between their work and their personal lives. As part of this commitment, the University has developed a flexible and responsive framework of support for staff in managing their work and personal commitments wherever possible. [Applications for posts on a part-time or job-share arrangement would also be considered].
Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Job Description

Key Responsibilities

• To act as the first point of contact for all HR related queries within the School, providing detailed advice and guidance on HR processes and procedures, using judgment and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues
• To lead on the recruitment process within the School including entries via Kenexa, and the creation and maintenance of posts on the HR system under the guidance of the School Manager and Deputy School Manager
• To line manage and supervise the PA to the Head of School and administrative assistant,  allocating tasks, supervising production of work schedules, monitoring of holiday cover/working arrangements, probation, annual appraisal, providing pastoral care, training and support where necessary.
• To provide proactive administrative support for all locally-managed aspects of staff recruitment including casual staff
• To provide a local point of contact between the School and HR teams in both the College of Physical Sciences and Engineering and the University’s central HR department
• To maintain and develop appropriate communication links with the University’s Schools / Departments including the College HR Team and Central HR as well as outside bodies as required
• To facilitate effective communication across the School, acting as the main contact for the dissemination of HR and Equality and Diversity information
• To coordinate the induction of new staff, and arrange for the provision of office space, equipment, and network/telephone access
• To proactively support all UKVI and visa requirements for staff and visitors, and liaise with College HR colleagues as necessary
• To support the building and management of the School’s academic workload model
• To take a lead on absence management within the School, including recording staff absence on Core, monitoring Bradford Factor scores and assisting line managers in making Occupational Health referrals at the appropriate point in time
• To support the management of all open-ended and fixed-term contracts within the School, ensuring the completion of performance development reviews, probation and contract review meetings and undertaking any necessary administrative duties associated with resignations, retirements, contract terminations, flexible working requests, maternity/ paternity/ parental/ adoption/ special leave, regrading, promotions and disciplinary procedures
• To support line managers in carrying out their responsibilities
• To update School human resources policies when required
• To provide administrative support to the School’s Athena Swan Self-Assessment Panel and all aspects of the Athena Swan application process
• To be a source of local support to School staff on HR processes, and contribute to University and College HR initiatives as required
• To undertake a variety of administrative duties to support the School and support any relevant committees or working groups that the School may establish
• To assist the School Manager in maintaining and administering the School’s establishment model in line with College and University requirements
• To undertake and assist in the review of administrative processes and procedures and advise the School Manager on options for improvement and the subsequent implementation and review of new procedures and systems
• To prepare standard reports, and compile/analyse data for management information purposes as required from the HR Database and Business Objects and suggesting appropriate remedial actions, where appropriate

…continued in additional information

Person Specification

Essential Criteria

Qualifications

Educated to A level standard or an equivalent qualification/work related experience

Knowledge, Skills and Experience

Substantial experience of working in an administrative role

Specialist knowledge of HR administrative systems and processes, as well as the appropriate IT systems to support these

Ability to set up standard office systems and procedures and proactively make improvements as appropriate

Customer Service, Communication and Team Working

Evidence of ability to communicate specialist and complex information which needs careful explanation or interpretation orally and in writing to a range of customers with varying levels of understanding

Proven ability to advise and influence key stakeholders

Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered

Planning, Analysis and Problem Solving

Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.

Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available, or identifying an escalation route when appropriate

Evidence of ability to analyse processes and procedures, and advise on improvements

Desirable Criteria

Degree or an equivalent qualification or equivalent work related experience

A willingness to undertake further training and development

Experience of working in a Higher Education environment

Fluency in Welsh, written and oral.

Additional Information

…job description continued

Other Duties 

• To undertake continuous professional development including as part of the wider College and University HR communities and attending relevant training and information sessions
• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety, Equality and Diversity, Data Protection and University Financial policies
• Demonstrating a genuine commitment to provide an excellent customer service whether to colleagues, students or external stakeholders
• Perform other duties occasionally which are not included above, but which will be consistent with the role

IMPORTANT: Evidencing Criteria

It is Cardiff University's policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable.
As part of the application process, you are asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined in the person specification. Your application will be considered based on the information you provide for each criterion.

When attaching the supporting statement to your application profile, please ensure you name it with the vacancy reference number: 14288BR.

Your application will be at risk of not being progressed if you do not evidence you have met all essential criteria. The school welcomes the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical