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Job description

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

What’s in it for you? 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.

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.

Newcastle University is 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.

Salary: £23,144 to £24,285 with progression to £26,396 per annum

Closing Date: 05 March 2023

The Role

About us

Thank you for your interest in our role. We are a friendly and positive team of 14 HR colleagues and are looking for an equally friendly and positive colleague to work with us in our diverse and interesting HR service. We were brought together as a team in November 2019. We have achieved a lot during the last 3 years’ and have refreshed our service to achieve a more joined up and professional HR service, which in turn has resulted in a much more resilient and responsive service. There couldn’t be a better time to join us. This is our first opening in the administrative team since early 2020, because of an internal promotion. This demonstrates the positive culture and ethos of our team. We would love to hear from you.

About the role

We are looking for an enthusiastic and experienced Administrator with an interest in HR and a passion for excellent customer service and service delivery. Working in a team of 7 HR Administrators, you will provide a comprehensive HR administrative service to the Faculty of Medical Sciences.

As the first point of contact for our 2000+ colleagues in the faculty, our team are responsible for many aspects of HR, including recruitment and selection, contract renewals and terminations, leavers, promotions, probation, and for first line advice for our people policies. You’ll develop relationships with our vibrant colleagues across diverse career pathways.

This is a fast-paced role and, at times, can be pressurising. We are seeking a confident communicator with great interpersonal skills and an aptitude for quickly building positive working relationships with colleagues and stakeholders at all levels. You will work successfully as a member of our team as well as an individual, prioritising your own workload to meet demand and deadlines. Although training and ongoing support will be provided, it is essential you are IT literate and can navigate complex systems quickly and effectively.

The role is part time at 30 hours per week (81.08% FTE) and we would be happy to discuss arrangements for flexible and/or blended working.

You will be co-located in a designated location and should be willing to work flexibly across campus locations and work from home, as determined by your line managers.

Informal enquiries are welcomed and should be directed to [email protected] or [email protected]

Key Accountabilities
First point of contact for advice in administering People Services (HR) policies, procedures and processes with a commitment to first time resolution of enquiries
Support recruiting managers throughout the recruitment process, providing advice and facilitating appointments, in accordance with agreed University procedures and protocols for all academic, research, professional services and visiting/guest colleagues
Liaise with managers and appropriate professional services colleagues to ensure there are sufficient funds in place to recruit, ensuring all documentation is complete in a timely manner and liaising with central People Services (HR) teams to meet necessary VISA and immigration requirements
Initiate and administer the contract renewal and dismissal process, advising managers throughout the process steps to ensure contract renewals and dismissals are processed and managed effectively in line with University policy and practice
Provide support for other People Services (HR) processes including, but not limited to, promotions, pay review, absence management and job planning
Assist the coordination and process for colleagues leaving the University
Generate reports from University systems to ensure Managers are provided with good quality and timely data to aid decision making
Support the Team Manager, Team Leader and People Services Advisers with the development, updating and successful implementation of Standard Operating Procedures for People Services (HR). Offer ideas and suggestions for process improvements
Administer the probation of new appointments in accordance with University policies and procedures
Support operations colleagues with the induction of new hires
Take responsibility for dealing with more complex operational People Services process queries, where advice is sought from specialists in the central People Services Team (e.g. immigration, overseas work etc.) or from the Team Manager, Team Leader, People Services Advisers or Business Partners
Promote equality, diversity, inclusion and respect in all that we do, ensuring that services and systems provided are fair and accessible
Contribute to the effective and efficient running of the People Services provision by contributing to a collaborative team approach, aiding colleagues as appropriate and taking on any other duties within the scope and general nature of the grade

The Person (Essential)

Knowledge, Skills and Experience
The ability to develop a thorough knowledge and understanding of the University’s People Services (HR) policies, procedures, regulations and legislation
Excellent organisational, interpersonal and communication skills, including the ability to handle a variety of complex and/or sensitive queries and issues
Excellent IT skills with proficiency in the use of Microsoft Office Suite products and aptitude for proficiency in the use of core University software and data systems
Strong attention to detail with a commitment to data accuracy and integrity
Ability to work using own initiative and organise workload in response to changing demands and priorities
Experience of managing confidential and/or sensitive information with tact and discretion and a working knowledge of GDPR legislation
Experience in a customer orientated environment and a commitment to deliver excellent customer service

Attributes and Behaviour
Adapts style to consider cultural differences, behaviours and perspectives
Has a positive attitude towards continuous process improvement and looks for new ways to drive improvement
People orientated, approachable, willing to help others and share workload pressures and demands
Sees other business areas and people as customers and takes pride in following through on enquiries and requests
Keeps an open mind and uses initiative to find alternative ways of doing things
Works in partnership with others and has exceptional interpersonal and collaboration skills
Demonstrates resilience to the demands of the role and pace of change
Promotes a culture of mutual respect
Able to work in a matrix organisational model

Qualifications
Educated to NVQ Level 3 (or equivalent) in relevant discipline and GCSE Grades A- C (or equivalent) in English and Maths. Work experience in a relevant role; or substantial work experience in a similar role
Desirable
Willingness to work towards Level 3 Certificate in Human Resource Practice/Diploma in Human Resource Practice (CIPD)

The University holds a silver Athena SWAN 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: 24924