Worcester College, Oxford. Human Resources Manager. Job description, September 2015

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1 Worcester College, Oxford Human Resources Manager Job description, September 2015 Job Title Human Resources Manager Grade Equivalent to the University of Oxford Salary Grade 8 Reports to Manages Finance & Estates Bursar (the post-holder will also attend various College Committees) HR Administrator (part-time) Preamble Worcester College is a college within Oxford University. We have a fine and enviable reputation for academic excellence, for our welcoming and friendly atmosphere and for a degree of sporting prowess. Whilst we are fortunate to have wonderful and historic buildings and enjoy stunning gardens and grounds, our College is primarily about its people; its undergraduate and graduate students, its academic and its non-academic staff. We employ 100 non-academic staff in a variety of operations roles in catering, maintenance, security, gardens and grounds, IT provision and support, the Library, finance and accounts processing, the accommodation office and in conferencing. The College has recently embarked on a series of productivity improvements that in some ways affect all its operations. As examples, we are improving the estate so our premises continue to be places of inspiration, we are improving the effectiveness of our accommodation team so our students and guests can enjoy a higher and consistent standard of room presentation, and we are growing our conferencing business so more students and other visitors can enjoy our special learning environment. Analogous improvements are being seen in most other areas of our operations. Job Purpose Our operations and improvements to them are all delivered by our people. The HR Manager s job is to help us ensure our people are up to this challenge that they are motivated, trained, wellmanaged and appropriately and equitably rewarded. This is a highly visible role within the College in support of the College s strategy. In addition to providing a full spectrum of HR services for the various operations departments as they go through a period of quite radical change, the HR Department also supports the Academic Office team who administer the employment of Academic staff. This support includes HR administration in relation to recruitment, pensions and retirement. Worcester College, HR Manager Page 1 of 7

2 Across all these roles the HR Manager provides expert professional advice to the Official Fellowship (who are the College s trustees), College Officers, departmental managers and staff on all aspects of people management, which fully reflects employment legislation and best practice. The post-holder has access to employment law advice from the College s solicitors. Our College is a community devoted to academic enquiry, whether through research that advances knowledge or through education that challenges and develops critical thinking. Both of these pursuits are enriched through the College s multi-disciplinary environment but both are also immeasurably enriched through having Members and staff drawn from richly diverse backgrounds. It follows we are committed to diversity and to equality of opportunity in our student body and in our staff. Achieving this richness requires us to take active steps to ensure we admit students based on academic merit, considering both their academic achievement and their potential for future academic growth. Similarly, we aim to make staff appointments (academic and non-academic) solely on criteria which are related to the duties of a particular post; to support career development and progression; and to encourage diverse representation and participation at all levels. We strive to achieve this regardless of individual circumstances. Our belief is this approach is socially just and will be effective in ensuring our community continues to be academically robust, progressive and demonstrably inclusive. Alongside the work of the Admissions Office and the Academic Office who collectively manage our outreach and student admissions, the HR Manager will take the lead role in monitoring and reporting on our progress in this area and will also directly manage equality and diversity for our non-academic staff. Job Context The HR Manager reports into the Bursary. The Bursary team is accountable for the line management of most of the non-academic staff in the College and controls the associated expenditures. The HR function provides an essential core capacity assisting the Bursars and the departmental managers with all human resources issues. In addition to setting the Financial Strategy and administering all the College s non-academic operations, the Bursary has a student-oriented role. We help ensure junior members (our students) have an enjoyable as well as an intellectually challenging experience during their brief Oxford years, in a comfortable and friendly environment. In this way the non-academic staff contributes directly to the quality of the students experience and so it is a priority for the Bursary to ensure all members of the College community are supported by all we do. To achieve this with limited resources the Bursary seeks to promote and support a progressive, motivated and skilled group of managers and their teams (of cleaners, lodge porters, hall-staff, grounds-staff and others). The Postholder will help develop this supportive environment and will help maintain a continual drive: to improve how the College supports its Members, to ensure non-academic staff have fulfilling working lives and to ensure we are cost-effective in all we do. The HR Manager is assisted by an HR Administrator who also has accountabilities for some payroll processing functions, in which capacity he/she works for the College Accountant. Worcester College, HR Manager Page 2 of 7

3 Accountabilities 1. Strategy. Formulate and, following approval, implement a costed and phased HR strategy (encompassing policy, practice and standards), and input into the College s overall strategy (especially in support of change management and organisational design requirements whether at departmental or whole-institution level). 2. Equality/diversity. Lead an initiative to develop and implement an Equality and Diversity Strategy for the College in relation to both students and staff, with the aims of removing barriers, real or perceived, that might deter people of the highest ability from applying to the College, either as staff or students; assisting students and staff in reaching their full potential; and providing an inclusive environment which values diversity and maintains a working, learning and social environment in which the rights and dignity of all staff and students are respected. Periodically analyse equality and diversity data (relating to students and staff) and prepare reports to record the status of the College s progress in implementing the strategy, for approval by Governing Body. 3. Policy development and approvals. Draft and develop policies relating to all areas of the HR function s remit, as necessary. Ensure such policies are compliant with current legislation, support best practice within an HE environment, where appropriate align with Oxford University s policies (because some academic staff hold joint appointments with the University), and support Governing Body s decisions. Present such policies for approval to the senior College Officers and College Committees as appropriate. Ensure such policies are implemented, including by training and assisting line managers and others. 4. Job design. Ensure jobs are evaluated using an objective framework and develop a plan for aligning reward with the framework. This is likely to be the HERA framework which is used by the University. 5. Appraisal/performance management. Fully implement the College s appraisal system for all staff so that they have a mechanism by which they can influence their personal development and career progression, whilst clearly understanding what is required of them and how they are performing. 6. Training and development. Formulate and implement a needs-led training and development programme to equip support staff with the skills and behaviours needed to fulfill the College s expectations of them (covering professional development, technical skills, and soft skills training). Coach managers in support of their professional development and in delivery of their targets. Assist the relevant College Officers by arranging training for Governing Body, in support of their legislative and compliance obligations. 7. Compensation. Ensure the College s compensation and benefits policy (including salary, contractual benefits and non-contractual benefits), remains competitive and fair whilst delivering value for money. Advise the Finance and Estates Bursar during the College s annual salary review process. 8. Pensions. Ensure the College s pension schemes are administered effectively so that starters, leavers and retiree issues are handled promptly and accurately, so that the payroll administration has accurate information to process and so that Members queries are promptly handled. 9. Terms and conditions of employment. Ensure the College operates with standardised employment contracts and that the same management model is adopted across all departments, in order to deliver equity and to ensure the College is not inadvertently exposed to risk. Worcester College, HR Manager Page 3 of 7

4 10. Resource planning. Identify the College s future employee resourcing needs and advise on plans for the fulfillment of these needs e.g. recruitment exercises, employee development, progression and promotion opportunities. 11. Recruitment. Ensure the College has an effective process (administered in the HR Dept) for recruiting academic and non-academic staff, and also assist with the recruitment and selection of senior staff. The process must be compliant with Border Agency requirements (Right to Work) and reflect the College s commitment to equality of opportunity. 12. Employee relations. Provide expert HR advice in all employee relations matters, and assist line management to achieve favourable outcomes in complex and sensitive situations, where necessary, including for termination of employment and in disciplinary proceedings as they arise from time to time. 13. Employee engagement and communications. Devise and implement mechanisms by which the College may improve employee communications and engagement (such as the Staff Forum), with the aim of improving motivation and commitment in order to enhance the College s performance and reputation. Advise College Officers about employee-related communication initiatives e.g. staff newsletter, briefings, notices, development of intranet, management meetings. 14. Welfare. Provide an independent and confidential welfare service to staff and managers for resolution of work-related issues (or personal matters impacting their work) with the aim of reducing staff sickness and negative turnover and promoting a positive work environment for all. 15. Payroll. Support and provide information to the Accounts Department, to ensure that all aspects of employees remuneration, including pension contributions, sick pay and parental leave, are correctly calculated and applied in accordance with UK legislation and College policy. 16. Administration. Ensure all HR administration is carried out in an efficient and timely manner and in compliance with policies and the relevant legislation. Manage the processing aspects of the HR service and systems covering: recruitment, resourcing and staff retention activities, contracting of occupational health services, devising and collecting human resource management information (including systems to record attendance and absences), HR inputs to payroll processing, training and development, and retirement (including application of the College s employer justified retirement age policy). 17. Management information. Provide relevant and timely management information relating to HR matters to the Fellowship, College Officers and departmental managers. 18. Confidentiality. Ensure all HR operations observe data protection legislation, including when handling personal and sensitive information, and be seen to champion the highest standards of professional behaviour. 19. Network. Represent and promote the College in the Oxford colleges HR network. 20. Other. Under the direction of the Finance and Estates Bursar, undertake other duties and tasks commensurate with the level of this position in support of the College s most senior management and Governing Body. Worcester College, HR Manager Page 4 of 7

5 Person Specification Essential Qualifications Member of Chartered Institute of Personnel and Development Educated to first degree level Experience Significant and extensive experience in a senior HR role Appropriate proven HR case work experience, (including disciplinary processes, grievance and absence management) Experience of supporting a programme of organisational change Experience of developing, introducing and administering HR policies, systems and procedures Knowledge, skills Current and broad knowledge of the UK HR environment, legislation and best practice Whilst a specialism is attractive, the post holder will be able to demonstrate capability as a generalist An aptitude for (and willingness to use) information technology to deliver an efficient HR function Excellent written and oral communication skills together with an ability to engage at all levels, in formal and informal settings and including the ability to present HR best practice and legal requirements relating to HR matters Persuasive and able to negotiate and to influence others using appropriate arguments that sell the benefits of their proposals Desirable Professional experience gained in a higher education context and in a collegiate environment Specialist experience employment law and employee relations (individual), diversity and equality, job design and grading, restructuring In addition the successful applicant will: Be willing to own the issue and see it through to its resolution Be a collaborative, active, persistent, resourceful and hands-on manager, with an eye for new approaches and solutions Be practised in helping managers to review and strengthen their decisions and plans, through support, encouragement and coaching Be able to build good working relationships with people across the College and wider University community, including senior members, students, and non-academic staff Be able to prioritise tasks and to work to deadlines, and willing and able to work occasional unsocial hours (usually during term times when managing peak workloads) Handle sensitive material with the utmost professionalism and discretion Be committed to the academic aims and ethos of an Oxford College and adaptable to work within its governance structure Worcester College, HR Manager Page 5 of 7

6 Terms and conditions The post is available on a full time basis though applicants will be considered who are prepared to offer a minimum of 0.7FTE, provided they fully meet the essential criteria in the person specification. Starting salary is 38,511 and will rise with annual cost of living awards and annual increments (subject to performance). The salary will be pro-rata for part time applicants. This post is pensionable in the Universities Superannuation Scheme which is a contributory defined benefit scheme (though you should note the rules for the scheme are changing from April 2016). The post-holder will be provided with lunch in College (currently meals are provided free of charge) when the kitchens are open during term and in vacations. The regular hours of work are hours per week ( including 1 ¼ hour lunchbreak). However for positions at this level of seniority, post-holders are expected to work the hours necessary to fulfil the post s accountabilities. There is an annual leave allowance of 30 days plus Bank Holidays. Bank Holidays falling during term are worked, with days given in lieu. Subject to satisfactory performance, the post-holder will be confirmed in post after a probationary period of 6 months. The appointment will be conditional on the receipt of satisfactory references and to satisfactory proof being provided that the postholder has the right to work in the UK. Full terms and conditions of employment are contained in the contract of employment. Application Procedure An application form can be downloaded from the College s website at Any enquiries relating to these Further Particulars should be directed in the first instance to Jonathan Forrest at Worcester College, Walton Street, Oxford OX1 2HB, Telephone: Prospective candidates should prepare a completed application form, together with a curriculum vitae and a covering letter (of no more than 500 words), demonstrating how their skills and experience fulfil the criteria in the person specification. Completed applications should be sent to the HR Advisor, either by post or electronically, at Worcester College, Walton Street, Oxford OX1 2HB, to arrive no later than 5 p.m. on Monday, 19 th October First round interviews will be held in Oxford during the week commencing November 2nd. This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College s Equal Opportunity Policy and Code of Practice. To this end, applicants are asked to complete a Recruitment Monitoring Form, which is also available on the College website. The information supplied on the form will play NO part in the selection process, and will NOT be seen by any member of the selection panel. Worcester College, HR Manager Page 6 of 7

7 Data Protection. All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act Worcester College, HR Manager Page 7 of 7

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