JOB DESCRIPTION. 4. DEPARTMENT: Human Resource Management and Payroll Services

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1 JOB DESCRIPTION 1. JOB TITLE: HR & Payroll Assistant 2: HRMS REFERENCE NUMBER: HR ROLE CODE: FINCA 4. DEPARTMENT: Human Resource Management and Payroll Services 5. ORGANISATION CHART: Director of HRM&PS PA to Director Assistant Director (Resourcing & Business Support Assistant Director (Strategic Developments) Payroll Manager Assistant Director (People & Organisational Development) HR Manager (Resourcing & Business Support) HR Manager (Policy & Case Management) Senior HR & Payroll Systems Officer HR Manager (Development & Diversity) HR Business Partners x 3 Senior HR Advisor HR & Payroll Systems Officer Payroll Supervisor Learning & Development Business Partner X 2 HR Advisors x 6 HR Administrators x 2 Project Co-ordinator Payroll Administrator x 2 HR Assistant x 2 HR & Payroll Systems Assistant Payroll Assistants X 2 6. JOB PURPOSE: To operate as a member of the Resourcing and Business Support team to support the work of the department in the delivery of an effective HR service to line managers, staff and prospective job applicants. This role is integral to the development, integration and delivery of operational and strategic aims in line with the HR Strategy and agreed objectives. It encompasses recruitment, selection and retention, policy, procedure and practice, employment law, equality and diversity, reward, contribution and performance, health, safety and welfare and HR information systems.

2 7. BACKGROUND INFORMATION: HRMS and Payroll has a key role to play in ensuring that the values and strategic aims of the University are understood by staff at all levels. HRMS assist the Senior Management Team to create the desired organisational climate for giving effect to the Corporate Plan and other institutional strategies. In doing so it endeavours to reflect best practice across the full spectrum of its functions and activities to ensure the University attracts, retains and motivates staff of the highest calibre. The University currently employs in the region of 1500 full-time and part-time staff: lecturers, administrative, professional, technical and clerical staff, and skilled and semi-skilled support staff. It employs many people from the surrounding locality, thereby making a contribution to the social fabric of the area. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Act as the receptionist and first point of contact in the department, answer routine enquiries over the telephone, via and in person, on a daily basis related to the work of HRM and Payroll Services. Record incoming mail and job applications and distribute as necessary. Explain procedures relating to job vacancies and probationary process as required. Contact candidates regarding their application, arrange interviews, type letters, obtain references, type standard letters (e.g. offer letters and contractual changes). Maintain the recruitment module of the HR database (CHRIS), deal with standard applicant enquiries and liaise with departments over applications. Accurately enter new applicant data and diversity monitoring information, when required. 8.2 Leadership and Working Collaboratively To work as a member of the Resourcing and Business Support team and to assist colleagues within the team and the wider department. Will liaise with others in the team over matters such as current and closed vacancies, the monitoring of probationary periods and obtaining satisfactory medical reports. Deal with queries and visitiors and liaise with colleagues in Payroll concerning incoming mail.. No line management or supervisory responsibility 8.3 Liaison and Networking To provide accurate and timely information to members of staff in the wider University or stakeholders Deans, Directors, Heads of Departments and staff as the first point of contact in the department. 8.4 Delivering a High Quality Standard of Service

3 To provide a high level of customer service to all customers, including staff at the University and job applicants. When required, monitor the completion of probationary periods, liaising with the HR Admin Assistant HR Business Partners when necessary. Ensure that satisfactory medical reports are received for all new staff and send confirmation to individuals. Assist with the production of standard letters such as letters of appointment, contracts of employment, terms and conditions of service, contracts for Visiting Lecturers and temporary staff and any other correspondence relevant to the post. It is essential that this documentation is accurate and produced in a timely manner. 8.5 Effective Decision Making To take independent decisions on how to respond to queries, referring to relevant processes or procedures. Refer complex queries onto relevant colleagues. To make collaborative decisions with the HR Admin Assistant on how to deal with queries in relation to vacancies or applicant details. 8.6 Planning and Organising Self and Others To carry out the required duties as determined by the HR Admin Assistant, the HR Manager (Resourcing and Business Support), with some flexibility to respond to the changing priorities of the role. Ensure that the CHRIS database is kept up to date and accurate. 8.7 Innovation and Improvement (Effective Problem Solving) To resolve standard problems as they arise, with reference to the HR Business Support team and refer any complex queries into the HR Manager (Resourcing and Business Support). 8.8 Analysis and Research May be responsible for researching information on the internet, e.g. train times etc. Keep appropriate spreadsheets such as vacancies spreadsheet and probationary spreadsheet populated and up to date so that monitoring can be effectively achieved. 8.9 Sensory and Physical Demands Standard for office work 8.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care 8.11 Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers.

4 8.12 Team Development To provide information and guidance on administrative processes to any new members of staff in the department Teaching and Learning Support This is not a requirement of the role 8.14 Knowledge and Experience The role holder will have sufficient knowledge or expertise to work on day to day issues in their own area without direct or continuous reference to others. See person specification, below, for more details General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all To comply with all University Health and Safety policies.

5 Job Title: HR/Payroll Assistant PERSON SPECIFICATION Department: HRM and Payroll Services Criteria / Method of identification Qualifications: 5 GCSEs or equivalent ECDL Proven Experience: Experience of office work and administrative processes. Experience of working in a Higher Education environment Experience of working in a HR/Payroll environment Computer literacy Microsoft packages such as word and excel Delivering academic and service excellence: Customer Service experience Effective communication skills Managing self and inspiring others: form form/certificate form/ test The ability to prioritise and use resources effectively. Interview Working together: The ability to work effectively with others as a competent team member. Organisational and stakeholder awareness: Ability to solve standard problems in accordance with procedures. Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT HRM AND PAYROLL SERVICES HR & PAYROLL ASSISTANT SALARY SCALE University Scale OS3, points 7-10, 16,131-17,528 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week to be worked as follows: Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy.

7 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates should apply for this vacancy via our online recruitment website (https://jobs.chester.ac.uk/wrl/) by Monday 6 th October 2014 quoting reference number HR14036.

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