Human Resources Administrator

Advert

Human Resources Administrator

The School of Earth and Environmental Sciences at Cardiff University is a dynamic and successful multi-disciplinary centre devoted to research in the disciplines of Earth and Environmental Sciences.
Applications are invited for the post of Human Resources (HR) Administrator. This role will focus on providing a comprehensive professional administrative support and guidance to the School on all aspects of HR administration.
You should be a first-class administrator with a positive, can-do approach, be a professional and friendly point of contact for staff and a flexible member of the  Professional Services team.  If you have strong organisational skills, can work quickly with a high level of accuracy, take responsibility for your own work and enjoy contributing to a positive working environment, we look forward to hearing from you.
This position is full time (35 hours per week), available from 1 January 2023 and is open ended. 

Salary: £23,715 - £27,929 per annum (Grade 4).

For informal enquiries, please contact Dr John Evans, School Manager, email: [email protected]   ORDr Jenny Pike, Head of School, [email protected]  

For further details about working in Cardiff University please contact Dr John Evans, School Manager, email: [email protected]
More information School of Earth and Environmental Sciences - Cardiff University  

Important Notes: 

It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process, you will be asked to provide this evidence via a supporting statement.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.
When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number.  

Applications can only be accepted via the online system.
Date advert posted: Tuesday, 6 December 2022

Closing Date: Tuesday, 3 January 2023
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 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 who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  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 Duties

• To act as the first point of contact for all Human Resources related queries within the School, providing detailed advice and guidance on Human Resources 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 Human Resources system under the guidance of the School Manager and Head of School

• 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 Human Resources teams in both the College of Physical Sciences and Engineering and the University’s central Human Resources department as well, as outside bodies as required

• To coordinate the induction of new staff, and in conjunction with other staff (Facilities, School Manager) 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 manage and work on all aspects of Academic Visitors and Sponsored Researchers

• To support the administration of the School’s 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 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 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 support line managers in carrying out their responsibilities

• 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

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  Collaborate with others in order to make recommendations for developments of established processes and procedures.

  Key duties continued under 'Additional Information'

  
  

Person Specification

Essential Criteria

Qualifications and Education

NVQ 3/A-Levels or equivalent

Knowledge, Skills and Experience

Substantial experience of working in an administrative role

Specialist knowledge of Human Resources, 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 make improvements as appropriate

Customer Service, Communication and Team Working

Ability to communicate specialist and complex information effectively and professionally 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 solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available

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

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

Desirable Criteria 

Degree or an equivalent qualification or equivalent work-related experience

Experience of working in a Higher Education environment

 Fluency in Welsh, written and oral

Additional Information

Key Duties continued

• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required
• Undertake a variety of administrative duties to support the team and department
• Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
• Instruct and guide other employees across the University within Human Resources as required

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role

Job Category

Admin / Clerical