Job Description
Salary: £24,144 to £25,285 with progression to £27,396 per annum
Newcastle University is a great place to work, with excellent benefits . We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.
Closing Date: 25 April 2023
The Role
Are you an experienced Administrator with a passion for working in HR and Recruitment? Then we want to hear from you!
We are seeking an enthusiastic and motivated People Services Administrator to join our small and friendly team. You will be primarily responsible for administering staff recruitment activity for Newcastle University Business School. In addition, you will also provide administrative support to the People Services Coordinator for a variety of HR processes.
You will ideally have work experience in a relevant HR or recruitment related role or setting. You will be a flexible individual who possesses excellent communication and organisational skills, be able to prioritise and work to deadlines, use your initiative and demonstrate high levels of accuracy. You will have comprehensive knowledge of Microsoft Office packages, and the ability to learn how to use other systems. You will also be able to demonstrate tact, discretion and confidentiality.
In addition to a competitive salary, you will be eligible for an outstanding benefits package which will include up to 37 days holiday including Bank Holidays and Christmas closure days; opportunities to work from home under our blended working arrangements; colleague reward discounts scheme offering over 6500 discounts at leading national retailers; city centre location with easy public transport links and discounted company travel scheme.
For more information, please contact Aimee Leech, People Services Coordinator ( aimee.leech@newcastle.ac.uk ) by email in the first instance.
Newcastle University Business School is located in Newcastle City Centre and at the gateway to the Newcastle Helix, a £350million partnership between Newcastle University, Newcastle City Council and Legal and General, where business meets Science.
Home to approx. 4000 students and 350 staff, Newcastle University Business School is one of an elite group of Business Schools worldwide to hold triple accreditation from the three internationally recognised accreditation bodies: AMBA, AACSB, and EQUIS. This places the School in the top business schools worldwide and is testament to our reputation for Teaching and Research. Our vision is to be globally renowned for the Future of Work and developing students for a future they can shape.
For more information about Newcastle University Business School, please visit our website https://www.ncl.ac.uk/business-school/
Key Accountabilities First point of contact for advice in administering People policies, procedures and processes with a commitment to first time resolution of the queries. Manage day to day issues and report ongoing on more complex issues to the People Services Coordinator Supporting all Recruiting Managers throughout the recruitment process to provide advice to facilitate appointments, influencing recruitment processes to promote diversity and compliance with agreed University procedures and protocols for all academic, research, support and visiting/guest colleagues Regularly review recruitment processes specifically looking at how to deliver an improved service/maximise quality and to liaise with the University’s wider People Services team where necessary on behalf of the School. Build awareness of inclusion in recruitment and challenge behaviours and practices that may not be aligned to EDI best practice in recruitment. Consult with Faculty recruitment lead regularly to improve recruitment processes and keep up to date with best practice Manage the induction of all new hires into the School. To include planning and organising of induction schedules, meetings with appropriate staff to clarify and explain processes, ensuring understanding and to answer questions Develop and maintain induction procedures and materials, keeping them up to date and relevant to ensure new hires are aware of School policies and procedures from the start of employment To administer the probation of new appointments in accordance with agreed policies and procedures Administer Honorary, Associate, Guest and Visiting status application, ensuring that the correct documentation is completed and forwarded to the appropriate body and follow up to verify award of status. Tracking Honorary and Guest appointments for renewals Administer the contract renewal and dismissal process, advising managers on the stages to complete, arranging end of contract meetings where required, and ensuring paperwork is completed accurately to ensure contract renewals and dismissals are processed and managed in good time and in line with University policy and practice. Challenge practice that is not in line with University processes including requirements to consult in potential redundancy cases and to ensure redeployment opportunities are explored Processing and advising on requests for contract changes, reviewing requests to ensure they are processed correctly Assisting with the management of people leaving the University, ensuring all relevant documentation and actions are completed by the leaver. Keep relevant school parties informed of leavers information Monitor all types of absences within the School, providing advice and support of the appropriate documentation to be completed and authorised. Informing line managers where sickness trigger points have been reached and the need for relevant processes to be followed, ensuring compliance and where necessary challenging managers to hold return to work meetings and to be in regular contact when colleagues are absent due to sickness. Submit the monthly absence report to Payroll in a timely manner To assist line managers with Occupational Health referrals. Advising and liaising with line managers, Faculty People Services Advisers and Occupational Health where appropriate To coordinate the Conversations and Priorities cycle for the School in accordance with agreed process, advising on the timetable and information required. To take responsibility for reporting on completion data and producing relevant reports from core systems, feeding back to central Organisational Development on the new C&P process Monitor requests for the Professional Services staff development fund Generating routine regular reports from core University systems to ensure Managers are provided with good quality and timely data to inform decision making and external reporting such as REF, Athena Swan and International Accreditations and Rankings Keep up-to-date with University People Services policies and legal requirements in relation to UKVI requirements, GDPR and other relevant areas of employment procedure and policy to influence and guide decision making To work closely with the People Services Coordinator and relevant School colleagues to develop and improve process effectiveness and efficiency, develop relevant materials and encourage a culture of continuous improvement and service excellence Providing support to other People processes including but not limited to: academic promotions, sabbatical applications, pay review and job planning Working with the Director of EDI to promote equality, diversity, inclusion and respect in all that we do, ensuring that services and systems provided are fair and accessible. Be an active member of the School EDI Committee to provide feedback and ensure our recruitment and induction processes promote inclusion throughout the Business School To carry out any other administrative duties in relation to your role as People Services Administrator as and when necessary, which will support the successful achievement of the Business School vision and strategy
The Person (Essential)
Knowledge, Skills and Experience Possess a detailed understanding of HR and Recruitment Administrative processes and procedures with a view to continuous process improvement Comprehensive knowledge with Microsoft Office packages and aptitude for development in and use of core software and data systems as well as systems relating to recruitment and personnel Excellent accuracy and attention to detail Excellent interpersonal and communication skills, including skills in listening, negotiating and influencing change and process improvement Ability to take into account cultural differences, behaviours and perspective Ability to work alone using initiative and finding alternative solutions to problems, but understanding of when to seek help where required Ability to work accurately under pressure Excellent organisational skills with the ability to organise workload in response to changing needs and priorities Ability to work well as part of a small team Ability to prioritise workload to meet deadlines Experience of managing confidential and/or sensitive information with tact and discretion and a working knowledge of GDPR requirements Demonstrable commitment to continuous process improvement Experience in a customer orientated environment to deliver excellent customer service at all times
Qualifications Educated to GCSE Grades A-C (or equivalent) in Maths and English Educated to A Level/NVQ level 3 (or equivalent) in a relevant discipline or demonstrable work experience in a relevant role and/or comparable setting
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Newcastle is an inclusive global University community where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.
We are committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.
The University holds a silver Athena S wan award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.
Requisition ID: 25232
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