Human Resources Assistant (People and OD Assistant)

Job Purpose 

Within a devolved People and OD business partner model to work closely with a designated senior colleague focused on the provision of a professional, effective and responsive People and OD service to designated business areas within University Services. Provide dedicated support to colleagues in relation to HR strategic, operational and employee relations issues and occasional support to the Head of People and OD.

Main Duties and Responsibilities 

1. As first point of contact for designated business areas, provide advice and guidance on the content and application of a wide range of People and OD policies, procedures and terms and conditions of employment, both verbally and in writing to ensure a responsive, customer focused HR service is delivered in line with relevant best practice, University policy and legislative requirements. This includes ensuring the daily actioning and resolution of queries received via the University Services general email account.
2. Provide high quality People and OD and administrative support to People and OD Business Partners/Deputy Head and, on occasion, the Head of People and OD in relation to employee relations case work, including accurate note taking, diary coordination and scheduling of meetings in accordance with procedural timeframes, undertaking background analysis, organising and compiling case files, drafting and/or amending standard correspondence for issue for discipline, grievance, capability meetings and any subsequent appeal meetings as necessary. Update Ivanti helpdesk, HR case management system, in line with case progress and adhering to General Data Protection Regulations.
3. Effectively and proactively coordinate support for attendance management by providing regular statistical data to line manager and producing relevant monthly absence reports for Head of Service/line manager update and action. This includes providing information and giving advice to managers and staff in relation to the University's Managing Attendance Policy, highlighting triggers for review and action following any update received from employee(s) and/or Occupational Health where relevant. Updating and monitoring Ivanti, People and OD case management system, tracking progress, HR sign off and report returns and liaising with People and OD Business Partners/Deputy Head where appropriate.
4. Ensure the timely processing of all contractual changes using the Core/HR Payroll System. Liaise with the Pay and Pensions Section of Finance as necessary to ensure acceptance of changes in advance of monthly payroll deadlines and to support the resolution of any issues arising in liaison with relevant managers. Develop an excellent working knowledge of the Core/HR Payroll System and provide coaching and support to US managers and staff in this regard as required.
5. Prepare and issue all correspondence in relation to contractual changes, amending standard templates and/or drafting bespoke correspondence as necessary. Ensure all paperwork is promptly scanned and uploaded to personal files via the HR document management system and is processed appropriately and in accordance with the General Data Protection Regulations, best practice and associated University guidelines.
6. Provide People and OD and administrative support for ongoing project work to support the fulfilment of US and corporate objectives, e.g. POD Transformation Project, organisational change initiatives, service reviews and restructuring, staff survey, extended workforce review, P&DR and reward and recognition processes, PVG requirements etc. This will include information gathering, policy/topic research, drafting correspondence and organising meetings as required.
7. Contribute to service development by proactively sharing information about enquiry trends and identifying areas where ongoing or continuous improvement would be beneficial, including contributing to the development and maintenance of an effective US POD team web based management information resource.
8. Produce and manipulate management information reports on a regular basis, progress actions from these as appropriate, identify matters requiring senior level input and provide appropriate background information to assist. These include, review screen, working permissions expiry, probation review reports etc. Where relevant, draft appropriate responses for approval. In addition, produce ad-hoc management reports from Core BI system to inform senior colleague's decision making and planning on a range of employment matters, including for Head of People and OD.
9. Responsible for ensuring all staff personnel records within designated business areas are managed and maintained accurately and appropriately on the HR document management system and Core HR systems, ensuring that all data on these systems and within other data/filing systems are stored and maintained appropriately in accordance with General Data Protection Regulations and associated guidelines. Working as a team, ensure the US POD team common drives are maintained in an effective and efficient manner which aids information provision/access and excellent service delivery.
10. Ensure all contract extensions are timeously and accurately processed and that open ended with fixed term funding/fixed term funding end consultation correspondence /notice of termination letters are issued in accordance with the University's Extended Workforce Policy and Contract End Procedure, liaising with designated managers to ensure that this process is managed effectively.
11. Support the coordination, administration and analysis of data/returns in support of University Services Performance & Development Review work activities, assist where necessary in the processing of Disclosure/PVG applications, and provide guidance to services for the accurate registration of casual workers. This includes ensuring that valid working permissions have been provided, accurate letters of engagement issued and casual duties templates have been graded by senior colleague before approving the record on the Core/HR System in line with payroll deadlines. Reviewing and providing advice to managers in relation to the completion of the Check Employment Status Tool, seeking advice from HR Adviser/Deputy Head and Payroll & Pensions where appropriate.
12. Responsible for providing general office support, including use of the Agresso system to raise purchase orders for travel arrangements, course bookings and ordering stationary. In addition, undertake other tasks and duties as assigned from time to time by the Head of People and OD.

Knowledge , Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:
A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or, Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent and experience of personal development in a similar role.
A2 Excellent knowledge of Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
A3 Up to date knowledge of UK employment legislation and HR best practice.

Desirable:
B1 European Computing Driving License.
B2 Working knowledge of HR/Payroll systems(s).
B3 Working towards achievement of CIPD membership through ongoing professional development or completion of relevant degree qualification.
B4 Working knowledge of UK Visa & Immigration guidance and practice.

Skills

Essential:
C1 Excellent verbal communication and interpersonal skills - demonstrable tact, diplomacy, discretion, assertiveness and ability to handle difficult or sensitive situations or people, etc.
C2 Good standard of written English, with ability to draft correspondence, notes of meetings and reports and engage professionally with client group in this regard in a manner which enhances team reputation.
C3 Flexible, solution-driven, customer orientated approach to service delivery.
C4 Strong ability to independently prioritise a diverse and busy workload and to work around Manager/Officer's requirements while still undertaking own work.
C5 Good knowledge of and ability to clearly communicate, verbally and in writing, terms and conditions of employment, HR policy, procedures and processes to a diverse client group.
C6 High level of initiative and decision making ability/judgement with regard to resolving issues and determining appropriate action.
C7 Analytical with high levels of numeracy, accuracy and attention to detail, particularly in managing contractual and financial documentation and related IT applications.
C8 Ability to work effectively and supportively within a small team.

Desirable:

D1 Ability to analyse data and appropriately present summary information to support planning and decision making.

Experience

Essential:
E1 Previous experience of working in a similar role within a busy HR Department.
E2 Experience of dealing effectively with a wide range of customers and staff at all levels in an organisation, using initiative and judgement to proactively resolve HR issues.
E3 Experience of recording meetings/note taking.
E4. Experience of extracting, manipulating and analysing data.

Desirable:
F1 Experience of working within a further or higher education setting.
F2 Experience of using HR/Payroll systems.

Terms and Conditions

Salary will be Grade 5, £25,138 - £29,605 per annum.

Post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff,

pension

, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your

health and wellbeing

, including a free 6-month UofG Sport membership for all new staff joining the University.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

here

.

We endorse the principles of

Athena Swan

and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.