Local Resourcing Coordinator

Job Purpose
Responsible for the provision of professional and proactive administration support for key elements of the staff recruitment process acting as the key point of contact between College/School/RI/Service and the central recruitment team to ensure the delivery of a first class recruitment service aligned with the University's strategic objectives. You will have full responsibility for the progress of vacancies across a range of staff categories, working in close partnership with hiring managers at a local level in delivering a timely and effective recruitment process.

You will be expected to undertake assigned work activities in support of general HR service delivery.

Main Duties and Responsibilities
1.  Provide effective administrative support for key elements of staff recruitment through process ownership in progressing vacancies to success conclusion, whilst promoting an excellent candidate and hiring manager experience.
2.  Act as the first point of contact for the College/Service in relation to staffing requests, providing advice and guidance to local hiring managers on University resourcing policy and procedure in this connection.
3.  Collate local staffing requests in support of the College/Service level approval process. Once approved in principle raise relevant staff requests in the HR System, ensuring requisite data is accurately recorded and fit for purpose in contractual terms. Subsequently track approvals to ensure positions move in a timely fashion to the central recruitment team.
4.  Update/draft generic job adverts, job descriptions/ job description template information as required as instructed by the hiring manager to ensure that key position information is accurately captured and input, fit for purpose and mapped as appropriate to the relevant Job Family Role Profile standards. Work with colleagues in College/School/RI/Service as appropriate to develop a bank of generic job descriptions and other resourcing information which can be readily shared with local areas.
5.  Gather key information from the hiring manager to develop the recruitment plan, populating key data such as selection panel members, interview dates, interview content/format and relevant shortlisting information. Provide advice and guidance on timescales and process. Arrange and confirm interview dates with panel members. Submit draft plan to central recruitment for discussion and implementation.
6.  Work in close partnership with relevant corporate HR Resourcing Assistants. Ensuring key handover points within the recruitment process are accurate and timely.
7.  Ensure shortlisting paperwork is completed and returned to the central recruitment team with any updates required to the recruitment plan. Liaise with the hiring manager to ensure agreed timescales are adhered to.
8.  Manage local interview arrangements. This will include: ensuring the location is prepared accordingly, appropriate IT equipment is place, catering arranged, act in a meeting in greeting capacity as applicable.
9.  Ensure interview/hire requisition paperwork is completed and returned timeously to relevant Resourcing Assistant to action.
10. During the offer/negotiation process continue to act as the key point of contact for central recruitment to ensure relevant input is available from local HR teams and the hiring manager.
11. On acceptance and confirmation of start date, liaise with the appropriate administration team at School/RI/Service level to facilitate local onboarding and induction process.
12. Input, update and maintain accurate records aligned with policy and procedural requirements, data protection legislation and other relevant regulatory requirements, e.g. UKVI. Ensure common drives are maintained in an effective and efficient manner.
13. Be aware, maintain and apply a continuing knowledge of relevant policies, particularly UKVI and Disclosure Scotland recruitment compliance issues, providing guidance and advice as required to client groups.
14. Track recruitment activity based on reports produced by the central recruitment team, providing clear and structured regular updates to hiring managers and College/Service management to facilitate timely progress and continuous improvement.
15. Ensure standard processes are followed and track activities against service level agreements, prioritising accordingly as required.
16. Act as lead at a local level in ensuring that requisite resourcing systems, procedures and processes are continuously developed and enhanced to enhance candidate and customer experience and service provision.
17. Working as part of a multi-skilled team, contribute to the smooth running of the recruitment service and the wider HR service in times of team absence or where workloads are particularly high.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential
A1 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 Strong IT knowledge and skills, including Microsoft Office packages, in particular advanced Excel.

Desirable
B1 Knowledge of HR management systems, eg Core HR and I-Grasp.
B2 Knowledge of UK employment legislation related to resourcing activities.

Skills

Essential
C1 Excellent organisational and time management skills and an ability to manage and prioritise a busy workload calmly and methodically to ensure that deadlines are met.
C2 Excellent written and oral communication skills.
C3 Excellent interpersonal skills (in person, by telephone or in written form) and strong customer service orientation using tact, diplomacy, discretion and confidentiality as appropriate
C4 Proven analytical, problem solving and client need interpretation skills.
C5 Ability to cultivate, build and maintain excellent relationships, influencing colleagues as required.
C6 Able to work with minimum supervision and as part of an extended team.
C7 Able to work proactively, multi-task and to use initiative.
C8 Flexibility and willingness to adapt to changes.
C9 Excellent attention to accuracy and detail, committed to 'right first time'.
C10 Ability to manage upwards, providing advice and guidance on process and ensuring senior colleagues take appropriate actions.
C11 Ability to co-ordinate a range of activities and to plan ahead over a period of up to 12 weeks.
C12 Ability to analyse data and appropriately present summary information to support planning and decision making.
C13 The ability to add value in the recruitment process through business partnerships with hiring managers and a continuous improvement approach.

Experience

Essential
E1 Relevant administrative experience gained through relevant work experience in a busy office environment.
E2 Experience of managing administrative processes, including the collation and monitoring of a range of data.
E3 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 issues.

Desirable
F1 Experience of staff recruitment processes.

Closing date: 23:45 on Tuesday 28th May 2024

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

This 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.