We are seeking a proactive and flexible administrator to work as part of the administrative team.
The role is placed within the area of recruitment and selection. However, you may be required to contribute to or take responsibility for other areas of administrative work in the future, for example training and development, or staff records.
Closing date: Sunday 21 May 2017
Reference number: PER1703 - 3270
- Job details
- Band 4 £18,411 - £20,624 a year, with opportunity to progress to £21,843 a year
- Full time, for 37 hours a week
- As soon as possible
- Responsible to
- Human Resources Advisor (Strategic Lead for Staff Recruitment and Selection)
- Responsible for
- Interview date
- To be confirmed
For more information about the department visit the Human Resources website.
The University employs over 1,000 people and we are a major employer in the region. We have met the criteria for Investors in People for over 15 years and were shortlisted for the University of The Year in 2016.
The University is a centre of intellectual and economic capital in our region, and a significant employer within the ‘knowledge economy’. We recognise and accept our responsibilities as a large employer and will continue to play a lead role in employer networks with the aim of enhancing the quality and number of employment opportunities for the region.
We have a strong commitment to inclusion and celebrate diversity in all our activities. The organisational culture is one that values difference, and we take positive steps to address inequalities in opportunity. We recognise that not everyone has equal opportunity to enter and remain in higher education as a student or a member of staff and our student admissions and staff selection processes are designed in such a way to encourage applicants from a wide range of backgrounds. Within the current staff, we employ a high proportion of people with disabilities, those from BEM backgrounds are more highly represented than in the local population, our age profile is well distributed and we employ a high proportion of women at all levels including senior management.
The ethos of the organisation is to ensure that all aspects of the environment are supportive of an individual’s development and will enable them to thrive and develop their full potential. Our values are clearly defined and embedded in the culture; this means that individuals behave with dignity and respect towards others and that achieving a balance for work/life is affirmed in our policies and practices.
- Main duties
Recruitment and Selection:
1. To provide comprehensive administrative support for all aspects of the recruitment and selection process to include:
• Making up job files, liaising with managers and staff to arrange suitable closing dates and interview panel members, negotiating closing, shortlist and interview dates, arranging suitable venues and equipment, and advising on best practice as appropriate.
• Uploading job vacancies to internal and external recruitment systems and websites, checking accuracy of information and advising on best practice when appropriate.
• Downloading application forms and producing shortlisting packs for recruitment managers, ensuring systematic recording and security of information in line with relevant legal framework.
• Producing all correspondence in relation to successful and unsuccessful candidates, ensuring accurate and relevant information is produced in a timely manner.
• Producing interview schedules and all paperwork relating to interview processes, complying with university procedures and best practice, adhering to strict timelines, and tenaciously chasing information when necessary.
• Maintaining efficient administrative systems for recording recruitment and selection activity, ensuring in line with best practice and legal frameworks; being proactive in seeking and providing feedback on effectiveness, making suggestions for improvement and developing systems as necessary.
• Planning, organising and monitoring all recruitment and selection administrative activity on a short and long term basis to ensure that each job vacancy runs to schedule and complies with university published timeframes.
2. To provide a first point of contact for enquiries from staff, students and job applicants by telephone, email and face to face, responding in a timely manner, being pro-active in resolving issues, signposting to suitable sources of help when appropriate.
3. To provide advice and support to managers, staff, job applicants and students on all administrative aspects of the recruitment and selection process, for example application process, work related exercises, scheduling and timing, appropriate panel make-up, advising on best practice and outlining options available.
4. To provide advice and guidance to interview candidates on options for travel and travel expenses, arrange suitable overnight accommodation, and arrange video conference and Skype interviews when appropriate, working within university guidelines and ensuring cost effectiveness.
5. To provide a first point of contact for interview candidates requiring additional support in relation to a disability, discussing requirements and options with candidates, seeking advice and guidance from relevant professional sources and making suitable adjustments to enable candidates to participate fully, working within relevant legal framework and in line with university procedures and published guidelines.
6. To take a proactive approach to streamlining administrative practices and processes for recruitment with other HR administrative activities, liaising with colleagues, seeking feedback, making suggestions and contributing to developing systems as required.
1. To contribute to the evaluation of activities and events, seeking feedback and collating responses, assisting with the analysis and making appropriate recommendations.
2. To provide note taking/minute taking at a variety of meetings, which may be of a sensitive and confidential nature.
3. To manage diary appointments and travel arrangements of team members.
4. To contribute to projects and other areas of work within the team as appropriate.
5. To work within policies, procedures and guidelines, best practice and legal frameworks and provide advice and guidance on these to staff, managers and users of our service.
6. To create and maintain accurate electronic and paper filing records which may include data entry, data cleansing, retrieval of relevant information and creating reports based on that data.
7. To contribute as a flexible and proactive member of the HR administrative team, providing assistance to colleagues during times of heavy workloads, holiday or absence.
8. To contribute to student related activities, for example open days, careers fairs, Worcester Weeks, mock interviews and student interview panels.
9. As delegated by the HR Advisor lead, to carry out shortlisting and post interview meetings.
*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.
*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.
*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.
- Person specification
Please provide evidence of how you meet each of the essential criteria.
1. Effective oral and written communication skills with the ability to elicit pertinent information and interpret enquiries, provide clear and accurate information, interpret and explain procedures and provide suitable options.
2. Effective interpersonal skills to include tact and diplomacy, and the ability to deal with enquiries in a patient and empathetic manner, remaining calm and professional when under pressure.
3. Ability to make a positive contribution as a team member, liaising and collaborating with colleagues to ensure effective work organisation and continuous improvement of procedures and service, contributing to the induction of colleagues and sharing of good practice.
4. Ability to develop effective working relationships at all levels across the university and with external contacts, to promote effective exchange of information, work planning and problem solving.
5. Ability to make a positive contribution to service delivery, taking a proactive approach to identifying areas for improvement, seeking feedback from internal and external customers and making suggestions for improvements.
6. Effective problem solving skills with the ability to identify, evaluate and initiate solutions at an appropriate level, seeking advice or signposting to other sources of support as necessary.
7. Comprehensive organisational skills with the ability to plan, prioritise and manage multiple tasks and recruitment schedules, monitoring progress and taking action to ensure deadlines are met.
8. Competence in a range of relevant software, to include Microsoft Office Word, Excel, Powerpoint and Outlook and aptitude to learn new skills and apply to bespoke databases and systems.
9. An understanding of relevant best practice including data protection, freedom of information, equality and diversity, and health and safety, and the practical implications for recruitment and selection administration.
1. Successful experience of working in recruitment administration or related customer service area.
2. Experience of using social media sites for advertising purposes.
Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.
Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at www.gov.uk/browse/visas-immigration.
Visit www.naric.org.uk/visasandnationality for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.
Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.
In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.
This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.