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Human Resources Assistant (maternity Cover)

Company: University of Glasgow    Location: Glasgow

To provide a pro-active, professional, and customer-focused HR services to the staff and management within the College through accurate and timely processing of contractual changes and advising on HR policy. In addition, the postholder will provide administrative support to senior HR Colleagues in respect of case management and a wide range of generalist HR activity.

Main Duties and Responsibilities

1. To provide advice and guidance on the content and application of University HR policies and procedures to staff and management across the college, ensuring that information is provided in line with relevant best practice, University guidelines and legislative requirements.

2. Liaise and collaborate with staff at all levels, including clinical academics, in relation to HR issues, terms and conditions of employment and salary arrangements, liaising with the Heads of Administration, Payroll and other service functions as required. Resolve any issues and provide necessary support and guidance to all parties in the delivery of a flexible, solution-driven, customer-oriented HR service.

3. Ensure the timely processing of all contractual changes using the HR/Payroll system (HR Core), e.g. extensions, maternity leave, flexible working requests, responsibility payments etc. 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 and staff. Develop an excellent working knowledge of the HR/Payroll system and associated business processes and provide support to managers and staff in this regard as required.

4. Prepare and issue all correspondence in relation to contractual changes in a timely manner, amending standard templates and/or drafting bespoke correspondence as necessary. Ensure that all correspondence is promptly scanned and uploaded to personal files via the HR document management system (EDRMS) and in accordance with data protection legislation.

5. Act as first point of contact, providing guidance and support to staff and management in relation to working permissions and immigration issues, liaising with the UKVI and other relevant colleagues where necessary. Responsible for proactively managing the visa renewal process and ensuring that all extension applications are processed and the HR system is accurately and timeously updated. Work with local areas to ensure their knowledge and understanding of implications of non-compliance is accurate, raising potential issues with senior members of the team promptly. Ensure that where necessary, the UKVI is notified of any contractual changes in a timely manner.

6. Provide high quality HR and administrative support in relation to employee relations cases including accurate minute taking, scheduling meetings, compiling case files, drafting correspondence and updating the HR system with the relevant documentation for retention.

7. Assist the HR Adviser with the management of sickness absence cases and prepare reports on sickness absence data. Responsible for liaising with Heads of Administration to obtain updates on cases in their areas and highlighting any individuals requiring Occupational Health (OH) review. Provide advice to management on the compilation of OH referrals, and follow up on any straightforward actions arising from OH recommendations. Ensure that all information regarding sickness absence cases is accurate and up to date in advance of the regular absence review meetings with OH and in advance of regular meetings with local management.

8. To provide administrative support for ongoing project work to support the delivery of College and University objectives e.g. Performance and Development Review (PDR) Academic Promotion, Reward and Recognition, organisational change initiatives etc. This may include information gathering, data analysis, presentation of data (including data manipulation using appropriate tools such as pivot tables), drafting correspondence and organising meetings as required.

9. Support the coordination and administration of the annual Job Planning and pay progression process for Clinical Academic staff on the New Consultant Contract (NCC).

10. Responsible for administering the Research Passport process for non-clinical staff, ensuring that all relevant checks are completed and an accurate record is maintained on the HR system, liaising with the University and NHS R&D offices as required.

11. Responsible for ensuring that extensions of NHS Honorary Contracts are obtained for all clinical academic staff, ensuring that the HR system is updated accordingly to guarantee that appropriate triggers are in place for renewals.

12. To produce and manipulate management information reports from HR Core, as required. Work with HR Systems team to design new reports where necessary.

13. To assign work to the HR Administrative Assistant and monitor work undertaken to ensure accuracy and adherence to standard practices and procedures. To provide ad hoc training to the HR Administrative Assistant, as required.

14. Responsible for providing general office support and undertake other tasks and duties as assigned by the HR Advisers, Deputy Head of HR or Head of HR.

Knowledge, Qualifications, Skills and Experience

A1 SCQF level 7 (Advanced Higher, SVQ level 3, HNC) or equivalent in relevant subject
A2 Demonstrable knowledge of Microsoft Office packages e.g. Word (including mail merge), Excel (including pivot tables), Outlook and Powerpoint
A3 Demonstrable knowledge of HR/payroll systems
A4 An understanding of Human Resources issues, such as contractual changes, employment legislation, employee wellbeing etc.

B1 Familiarity with University systems e.g. Core, Agresso
B2 A thorough understanding of University policies and procedures
B3 Up to date knowledge of employment law and best practice
B4 Completed or working towards a professional qualification in HR e.g. CPP/CIPD

C1 Excellent written and verbal communication skills
C2 Ability to act with tact, diplomacy and discretion when dealing with difficult situations and customers
C3 Assertiveness and proactivity to resolve problems on behalf of staff and line managers
C4 Excellent time management skills and an ability to plan and prioritise a busy workload with varying deadlines
C5 Ability to multi-task, including managing short-term and longer term priorities
C6 Ability to use initiative to solve problems independently
C7 Ability to work within a small team
C8 Accuracy and attention to detail

E1 Demonstrable work experience within a busy HR related role
E2 Evidence of personal development within a relevant HR role
E3 Demonstrable experience of working with HR databases, particularly with large data sets

F1 Experience working within a Higher Education environment
F2 Experience of HR medical staffing
F3 Experience of working within the NHS
F4 Experience of advising on/processing working permissions, in particular Tier 2 visas.

Job Features

Working within a College HR team of 9, comprising of Head of HR, Deputy Head of HR, 3 x HR Adviser, 2 x HR Administrative Assistants and 1 other HR Assistant, provision of designated HR support to staff and line managers covering approximately 1100 staff across the college. Provide input on behalf of the College HR team at the HR-Payroll meetings and provide support to wider HR team in respect of various case work or HR projects.

Planning and Organising

Using initiative to plan and organise a busy work load to ensure that duties are carried out in a timeous manner.
Provide administrative support to the HR team in relation to case/project work ensuring that designated timescales are adhered to.
Prioritise work as urgent matters arise.

Decision Making
Use initiative to resolve routine matters on a daily basis.
Liaise with senior HR colleagues as appropriate where further advice/guidance is required.
Prioritise competing work demands including assessing urgent, important and routine tasks in order to deliver work to timescales (procedural and legislative).

Internal/External Relationships
Daily communication with staff and managers across the college.
Regular contact with corporate HR and other college HR teams.
Contact with the NHS, NHS Education for Scotland (NES) in relation to clinical academic staff contracts, terms and conditions, honorary contracts etc.
Liaise with the UKVI in relation to working permissions.
Liaise with other University teams such as Pay and Pensions and Occupational Health

Problem Solving
First point of contact for all enquiries from staff and management in relation to University policies, procedures and contractual matters. Seek to resolve issues independently, referring to senior team members where appropriate.
Provide advice and guidance to staff in relation to working permissions, contacting the UKVI, where necessary.
Resolving issues relating to job plans, NHS honorary contracts, and research passports.
Liaise with the systems support team to ensure that all issues relating to the Core HR system are resolved in a timeous manner.

Standard Terms & Conditions

Salary will be on the Management, Professional and Administrative Grade, level 5, £21,585 - £25,728 per annum.

This is a full time post to cover the substantive post holder’s maternity leave and will be for at least of 6 months.

New entrants to the University will be required to serve a probationary period of 6 months.

The successful candidate will be eligible to join the National Employment Savings Trust (NEST) Pension Scheme.

It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity

The University of Glasgow, charity number SC004401.

Vacancy reference; 020348, closing date 28 February 2018.

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