Job Description. Faculty Human Resources (HR) Administrator. Grade: Grade 6. 26,976-31,614 per annum. Full time (36.5 per week)

Transcription

1 Job Description Job Title: Faculty Human Resources (HR) Administrator Grade: Grade 6 Salary: Hours: Available: Responsible to: 26,976-31,614 per annum Full time (36.5 per week) Immediately This post is available until 31 December 2015 in the first instance Faculty Manager The Faculty of Laws, UCL For almost 200 years, UCL Laws has been one of the leading centres of legal education in the world. Recognised as offering an outstanding educational experience to our students, we combine a strong theoretical foundation in the law with practical teaching from world-leading academics and practitioners. Our community of intellectually dynamic scholars responds to today s global challenges, and through our research, we help to shape government policy, national and international law and its practice. At the heart of legal London, we attract the leading figures in the field to contribute to our vibrant programme of events, informing public debate and understanding of contemporary social, legal, environmental and economic issues. The UCL Laws student body numbers around 960 students, divided between 500 undergraduate, 450 taught graduate, and 80 graduate research students. The faculty has an academic staff of some 55 professors, lecturers and readers, as well as many visiting professors, lecturers and distinguished judicial visitors, and our dedicated team of professional services staff provides valuable support to both our students and academic staff. Throughout our long history, we have been committed to the values of the founders of UCL: justice, liberty and equal rights for all. As a faculty, we work together to promote these values among our staff and students, and as part of UCL, we harness the potential of cross-disciplinary research and expertise to address the world s key problems. Professional Services at the UCL Faculty of Laws The Faculty of Laws has a large and experienced professional services team, led by Faculty Manager Matthew Grigson. Tt is structured to support defined areas of academic activity and the governance, management, operation leadership of the Faculty. 1 of 6

2 Academic Services provide a professional and integrated administrative support service for individual research oriented academic activities. The Undergraduate and Graduate Offices provide an integrated approach to student administration and support across our LLB, LLM and MPhil/PhD programmes. The events Team provide specialised support for the Faculty s very extensive programmes of events, public engagement and CPD activity The Faculty Operations Team provides support and advice on financial, HR, IT, communications and estates matters. The Dean s Office, provides high level administrative support to the Dean and the Dean s Team for the governance and management of the Faculty The Faculty prides itself on offering a high quality administrative support function, and fully supports the personal professional development and progression of its staff, actively encouraging colleagues to learn new skills and broaden their experience. The Faculty is supported in this aim by UCL s Organisational Development team ( who run a wide range of training programmes for all staff types and grades. In addition the Faculty offers staff a wide range of financial and family friendly benefits, including flexible working options, a generous annual leave entitlement, season ticket and bicycle loan schemes, and an occupational pension scheme, among others. More details can be found on UCL s HR web pages ( The Faculty Operations Team The Faculty Operations Team is responsible for finance and purchasing, HR and estates administration, human resources, IT and communications. The Faculty HR Administrator is the first point of contact for all HR issues such as recruitment, salaries, payments and pensions, promotions, appraisals, maternity and paternity arrangements and special forms of leave. The Role and its Responsibilities The Faculty HR administrator will support the Faculty Manager in the provision of an effective HR function for the Faculty of Laws. The Faculty HR Administrator will work closely with the Faculty Manager and UCL s central Employment Contracts Administration Team. As Faculty HR administrator for Laws you will: 1. Act as an initial point of contact for enquiries from Faculty staff in relation to the UCL s HR policies and procedures, providing information or referring queries on to the Faculty Manager and/or the central HR Team as appropriate. 2. Support the Vice Dean (Education) with the recruitment, selection, administration and management of Teaching Fellows, including: Calculating Teaching Fellow salaries and annual leave payments. Preparing teaching hour allocation letters. Requesting contracts of employment and FTE changes. Managing the annual teaching fellow open-call recruitment through ROME. 2 of 6

3 Supporting the shortlisting and interviewing of teaching fellows for new posts. Processing additional payments and Guest Lecturer payments. Managing salary suspensions, changing availability, and resignations. 3. Maintain effective manual and electronic financial administration and record keeping systems in relation to as and when workers, ad hoc workers and self-employed individuals.. 4. Prepare all HR-related staff documentation using appropriate templates, and process changes, amendments and updates to staff terms and conditions using appropriate systems. 5. Manage the staff recruitment process within the Faculty, including: Providing pre- and post-interview administration using the e-recruitment software ROME. Management of application information and recruitment-related documentation. Coordination of shortlisting and interviewing. Gathering all relevant information from panel members in the preparation of recruitment requests and agreeing dates for advertising, short-listing and interviewing. Making practical arrangements for interviews (room and equipment bookings etc). Advising panel members on the use of the e-recruitment software. Obtaining copies of relevant documentation for new staff (CV, passport, certificates etc) and applying for work-related visas as required. Prepare offer letters, request references, and request contracts of employment. Make arrangements for Faculty of Laws webpages and pigeon holes etc to be updated to reflect staff changes. 5. Maintain effective manual and electronic files for Faculty staff, ensuring central HR receives appropriate documentation when required. 6. Support the induction, probation and appraisal process for all Faculty staff, ensuring that appropriate documentation is forwarded to central HR, and the MyView system is kept upto-date with appraisals. 7. Support the Faculty sabbatical and academic leave process. 8. Monitor and managing staff contracts, to ensure that requests for contract renewals and variations are processed efficiently, and that exit procedures are followed for contracts coming to an end. 9. Assist with the financial management of contract research staff by providing salary-related costings and advising on budgets. 10. Maintain records of staff leave and sickness absence on the MyView system. 11. Support the Faculty manager with the ongoing monitoring and HR management of contract research staff and the specific employment issues related to this staff grouping. 12. Support the Vice Dean (Staffing) with the administration of enabling activities, senior promotions, and sabbatical applications. 3 of 6

4 13. Manage the schemes for Visiting Academics, Affiliate Academics and Honorary Staff, and review and maintain relevant records and contact details. 14. Support visitors to the Faculty with their access and security needs. 15. Undertake general office duties as required including filing, photocopying, preparing correspondence and occasionally providing cover for other administrative staff within the Faculty. 16. Undertake other reasonable duties commensurate with the level of the role. In addition 17. The postholder will be expected to actively follow UCL policies including Equal Opportunities policies. 18. The postholder will be expected to maintain an awareness and observation of Fire and Health & Safety Regulations. 19. As duties and responsibilities change, this job description will be reviewed and amended in consultation with the postholder. Person specification The person specification outlines the skills, knowledge and experience you need to have in order to perform this role. Candidates will be considered based on how well they demonstrate that they meet the essential and desirable criteria for this particular role. As this post is a secondment cover we would also be willing to consider a secondment for candidates currently employed by UCL. Selection Criteria Essential Criteria 1. Experience of working in a Human Resources administration role within the higher education sector. 2. Experience of developing, maintaining and reviewing administrative and computerised systems and processes. 3. Excellent organisational and time management skills. 4. Evidence of ability to independently manage your own workload within a range of competing deadlines. 5. Excellent verbal and written communication skills. 4 of 6

5 6. Demonstrable ability to work collaboratively with academic and support staff internally within the Faculty and University, and externally. 7. Evidence of the ability to successfully co-ordinate a range of activities simultaneously. 8. A high degree of accuracy in your work and the ability to pay close attention to detail. 9. Excellent IT skills, including knowledge of database packages, Excel, Word, web browsers and packages, with a willingness to learn about and use new software (ECDL desirable). 10. Diplomacy and tact when dealing with confidential information. 11. Committed to your own ongoing professional and personal development. Desirable Criteria 12. CIPD-qualified, or working towards this. Application Procedure The deadline for applications is Sunday 1 st February Applications should be made online at Please complete the UCL Application Form, and use it to demonstrate how you meet the essential and desirable criteria as outlined in the Selection Criteria. Shortlisting is expected to be completed by Tuesday 17 February 2015, and all candidates will be notified of the outcome of their application. Interviews are expected to take place during the week beginning Monday 23 February If you have limited availability on this day, please indicate your preferred times in your letter of application. The Appointment This appointment will be full-time and is available immediately. This is a secondment cover, and is available until 31 December 2015 in the first instance. Salary will be on the Grade 6 salary scale, equivalent to 26,976-31,614 per annum, inclusive of London Allowance. 5 of 6

6 On appointment you would be eligible to join SAUL (Superannuation Arrangements of the University of London). The leave allowance is 27 working days annual leave per annum plus Statutory Bank Holidays (normally 8) and local discretionary holidays (normally 6). 6 of 6