People and Od Assistant

6 months ago

Glasgow, United Kingdom University of Glasgow Full time

**Job Purpose**
Within a devolved People and OD business partner model to work closely with a designated senior colleague focused on the provision of a professional, effective and responsive People and OD service to designated business areas within University Services. Provide dedicated support to colleagues in relation to HR strategic, operational and employee relations issues and occasional support to the Head of People and OD.

**Main Duties and Responsibilities**
2. Provide high quality People and OD and administrative support to People and OD Business Partners/Deputy Head and, on occasion, the Head of People and OD in relation to employee relations case work, including accurate note taking, diary coordination and scheduling of meetings in accordance with procedural timeframes, undertaking background analysis, organising and compiling case files, drafting and/or amending standard correspondence for issue for discipline, grievance, capability meetings and any subsequent appeal meetings as necessary. Update Ivanti helpdesk, HR case management system, in line with case progress and adhering to General Data Protection Regulations.
3. Effectively and proactively coordinate support for attendance management by providing regular statistical data to line manager and producing relevant monthly absence reports for Head of Service/line manager update and action. This includes providing information and giving advice to managers and staff in relation to the University's Managing Attendance Policy, highlighting triggers for review and action following any update received from employee(s) and/or Occupational Health where relevant. Updating and monitoring Ivanti, People and OD case management system, tracking progress, HR sign off and report returns and liaising with People and OD Business Partners/Deputy Head where appropriate.
4. Ensure the timely processing of all contractual changes using the Core/HR Payroll System. Liaise with the Pay and Pensions Section of Finance as necessary to ensure acceptance of changes in advance of monthly payroll deadlines and to support the resolution of any issues arising in liaison with relevant managers. Develop an excellent working knowledge of the Core/HR Payroll System and provide coaching and support to US managers and staff in this regard as required.
5. Prepare and issue all correspondence in relation to contractual changes, amending standard templates and/or drafting bespoke correspondence as necessary. Ensure all paperwork is promptly scanned and uploaded to personal files via the HR document management system and is processed appropriately and in accordance with the General Data Protection Regulations, best practice and associated University guidelines.
6. Provide People and OD and administrative support for ongoing project work to support the fulfilment of US and corporate objectives, e.g. POD Transformation Project, organisational change initiatives, service reviews and restructuring, staff survey, extended workforce review, P&DR and reward and recognition processes, PVG requirements etc. This will include information gathering, policy/topic research, drafting correspondence and organising meetings as required.
7. Contribute to service development by proactively sharing information about enquiry trends and identifying areas where ongoing or continuous improvement would be beneficial, including contributing to the development and maintenance of an effective US POD team web based management information resource.
8. Produce and manipulate management information reports on a regular basis, progress actions from these as appropriate, identify matters requiring senior level input and provide appropriate background information to assist. These include, review screen, working permissions expiry, probation review reports etc. Where relevant, draft appropriate responses for approval. In addition, produce ad-hoc management reports from Core BI system to inform senior colleague's decision making and planning on a range of employment matters, including for Head of People and OD.
9. Responsible for ensuring all staff personnel records within designated business areas are managed and maintained accurately and appropriately on the HR document management system and Core HR systems, ensuring that all data on these systems and within other data/filing systems are stored and maintained appropriately in accordance with General Data Protection Regulations and associated guidelines. Working as a team, ensure the US POD team common drives are maintained in an effective and efficient manner which aids information provision/access and excellent service delivery.
10. Ensure all contract extensions are timeously and accurately processed and that open ended with fixed term funding/fixed term funding end consultation correspondence /notice of termination letters are issued in accordance with the University's Extended Workforce Policy and Contract End Procedure, liaising with designated managers to ensu

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