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HR Systems Administrator

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

We are currently seeking to appoint an HR Systems Administrator, following a recent promotion from within our HR Management Information & Systems Team. As the first port of call for HR system queries, problem solving using logic and excellent communication skills will be your core strengths. You will achieve personal and professional satisfaction through providing a quick & responsive service to your customers whether that’s a new starter who needs system access granted, an applicant who needs guidance on the recruitment system, or a senior member of academic or professional services staff trying to resolve an HR system or data related enquiry.

You will use initiative to take decisions, ensuring that both routine and ad hoc work activities are completed in a professional way. If you would like to work in a functional, data-driven team who are focussed on delivering change through automation of processes; enabling & supporting system development; and delivering valuable Management Information for decision making please apply for this opportunity.

Cardiff University offers many excellent benefits, including 40 days annual leave (including bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more. It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements. For this position, we currently envisage that you would be required to work in McKenzie House, Newport Road 1 day per week, with occasional additional on campus presence for ad hoc events (meetings and training for example).

The post is full time (35 hours per week), fixed term until 30th September 2026 and is available immediately. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Salary: £24,715 - £28,929 per annum (Grade 4)

Date advert posted: Tuesday, 27 June 2023

Closing date: Tuesday, 11 July 2023

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

JOB PURPOSE

Providing comprehensive and professional support to the Human resources Central Functions and local HR Professionals and administrators on the HR & recruitment systems including staff & management reporting tools.

This role is eligible to be offered on a blended working basis, meaning that as well as spending time working on campus you can also choose to spend some time working from another location, e.g. your home. The University is committed to offering this flexibility, wherever the role and business need allows, supporting work-life balance.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

DUTIES AND RESPONSIBILITIES

Key Duties

• Provide detailed advice and guidance on Recruitment & HR System processes and procedures to internal and external customers (staff, students or members of the public), using judgement and creativity to suggest the most appropriate course of action, and contributing to the solving of more complex issues.
• Work with others to make recommendations to improve our ways of working.
• Establish productive relationships with key individuals (University colleagues and external contacts) to help improve the level of service the team provides to its customers.
• Perform a variety of administrative duties to support the team and department achieve its objectives.
• Gather and analyse data so that informed decisions can be made, establishing basic trends and patterns in the data and providing reports and recommendations for management.
• Instruct and guide colleagues across the University in the use of Recruitment & HR Systems & reporting tools as required.

General Duties

• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

This role may be an opportunity for you to build on your experience from working in a previous administrative role or environment with particular interest in Hr & recruitment systems and reporting, showing your transferable skills and aptitude to be successful in the role. You should be enthusiastic about developing your knowledge and skills to become a valued member of the team.

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here.

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Essential Criteria

• Ability to communicate in writing clearly, concisely, and effectively to provide detailed advice and guidance on Recruitment & HR Systems & reporting tools.
• Evidence of a good standard of numeracy and IT literacy.
• Experience of working in an administrative role or environment and ability to set up standard office systems and procedures, making improvements to these as appropriate.
• Specialist knowledge of Recruitment & HR Systems & reporting tools.
• Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
• Ability to advise and influence key stakeholders in your area of work.
• Ability to explore customers’ needs and adapt the service you provide accordingly to ensure a quality service is delivered.
• Ability to use your initiative and creativity to solve problems, respond to queries and make recommendations, identifying and proposing practical solutions.
• Ability to work unsupervised to deadlines, planning, setting and monitoring your priorities and those of the team.

Desirable Criteria

• Experience of working in a similar role or environment, e.g. Higher Education.
• Ability to speak/understand Welsh or a willingness to learn.
• Experience of working with HESA and HEFCW statutory returns or other similar returns

HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE

We want to support and develop you in the role, using a combination of the following to help you reach your full potential.

• Regular one-to-one meetings with your team leader.
• An experienced and supportive team around you.
• Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.
• A staff mentoring scheme.
• Support to learn Welsh or to update language skills.

24,715

28,929

Admin / Clerical

Grade 4