Clerical Officer
3 weeks ago
Applications are invited for the above, 4 month, temporary full-time post working in Human Resources.
The ability to communicate through the medium of Welsh is essential for this post.
Applications will also be considered to carry out this role on a part-time or job share basis.
Committed To Equal Opportunities
Purpose of the Job
The role holder will work directly to a HR Clerical Officer during the fixed term period and ultimately to the Senior HR Officer (Projects and Business Processes).
Key administrative duties will be to organise all staff development events including managing the administration of the monthly induction programme, providing basic statistical reports and ensuring all databases are updated on a regular basis, completing jury service forms, providing confirmation of employment letters, responding to mortgage enquiries and, during School term times, administering work experience opportunities for local Schools/Colleges as required.
Main
**Responsibilities**:
- Administration of monthly staff induction programme.- Assist with administrative activities in relation to the Bangor Manager’s Programme.- Respond to queries from third parties in relation to Mortgage and tenancy references for staff members and provide confirmation of employment letters.- Administer Jury Service process.- Administer the equality e-learning system and set up on-line Staff Development surveys, working with a HR Clerical Officer to ensure Staff Development content is up to date on the website.- Prepare basic statistical reports from HR and other systems ensuring all databases are updated on a regular basis with accurate information (e.g Doctoral School sessions, PGcertHE data, Equality training, staff change of address details, PDR reports etc).- Process sickness absence records and fluvaccination reimbursements in a timely manner.- Administer work experience opportunities for local Schools/Colleges as required.-
- Maintain Filing Room including removing leaver files on a regular basis and archiving in line with Department procedures. This also involves close liaison with the Archives Office to ensure relevant files are stored appropriately and to obtain access to archived files as required.- Open, record and distribute Department's mail.- Service internal meetings as required.- Respond appropriately to requests for information from departmental records, taking into account GDPR / Data Protection Act (e.g. Auditor's access, copy contracts etc).- Monitor all Department stationery levels, including letterhead paper, and ordering replacements as necessary.- Ensure Department's Conference Room/Meeting Room are presentable at all times, including ensuring white board is cleaned after each meeting and relevant stocks maintained (e.g. non-permanent marker pens etc).- Monitor usage of the photocopying machine including arranging maintenance and repair.- Support arrangement for Equality & Diversity meetings as necessary.- Provide support across HR Department to meet workload peaks, cover for staff absence etc and to assist colleagues on related tasks to provide a seamless service to the wider University.- This is not an exhaustive list of duties and responsibilities, and the Post holder may be required to undertake other duties which fall within the grade of the job, in discussion with their manager. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.Other
**Responsibilities**:
- The post holder will be expected to participate in performance review and developmental activities.- The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University’s Welsh Language Policy and the Welsh Language Standards.- The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures, and risk assessments.- The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms of the legal requirements of their posts.Person Specification
- Qualifications/Training _
Essential
- Minimum of 5 GCSEs at grades A* - C (incl. English and Maths) or NVQ level 2 in a Business, Officer or Customer Services related discipline or possess equivalent experience in an administrative or clerical capacity.Desirable- ECDL Certificate.- Experience/Knowledge _
Essential
- Experience of working within a busy office /administrative environment.-
- Experience of data entry and basic report extracting and processing using complex systems.- Skills/Abilities _
Essential
- Excellent communicatio
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