HR & Recruitment Administrator

3 weeks ago

Cirencester, United Kingdom Royal Agricultural University Full time

**HR & Recruitment Administrator**

Job Description***

The Role

**Job title**:Human Resources & Recruitment Administrator

**Department**:Human Resources & Payroll

**Responsible to**:Director of Human Resources

**Location**:Royal Agricultural University, Cirencester

**Salary**:Grade 5: £25,138-£29,605 per annum

**Term**:Full-time, permanent, 35 hours per week

**Relationships with**: Staff, students, external stakeholders, training providers, job
applicants

Purpose

To support the HR & Payroll team in providing a comprehensive administration service. To act as a

first point of contact for the team; to be the primary contact and systems administrator for queries

on our MHR iTrent system and to assist in driving through the systems implementation; to provide

an effective Human Resources administration service relating to the employment lifecycle; co-ordinate

HR recruitment systems including DBS; ensure accurate HR records on all employees and casual and

hourly paid employees; provide HR reports as required.***

Key Responsibilities

**Recruitment and Selection**

1. Carry out all the administrative processes in the recruitment process, for example; prepare

recruitment documents, organise recruitment time tables, draft and place adverts, log

process.

2. Ensure that the HR service undertakes all necessary employment checks including DBS checks

and right to work, qualification and medical checks and references.

1
Reviewed Jan 2024

**On-boarding and Induction**

3. Administer the process for new employees and workers, for example; prepare contracts, offer

letters and process all pre-employment checks.

4. Support induction meetings with new employees and workers and liaise with line managers

to ensure they are aware of their responsibility in the induction process.

5. Administer the probation process ensuring managers know when review meetings need to

take place.

**Payroll**

6.** **Ensure that all payroll instructions are prepared and logged in time for the monthly payroll

run and submitted to the Payroll Specialist, for example; contractual variations, new starters,

leavers, contractual benefits and staff benefits.

7.** **Assist the Payroll Specialist with the preparation of payroll and any other associated tasks.

**Appraisal and Staff Development**

8.** **Manage the administration of training, communicate with staff re booking of training activities

as required and maintain budget expenditure records, and process invoices for payment.

9. Roll out the induction e-learning package to new starters and administer e-learning

accounts/statistics. Keep training information and learning records up to date.

10. Assist with the RAU’s annual appraisal cycle, record completed appraisals and training needs.

**HR Database and Reporting**

11. Be the primary contact for queries on the HR systems (MHR iTrent).

12. Act as a systems administrator for iTrent, controlling all user access, managing data flows in

and out of the system and ensuring accuracy and data protection compliance and liaising

with MHR to troubleshoot queries as required.

13. Ensure the HR database accurately reflects current staff conditions and details. This includes

inputting starters and leavers, contractual amendments, change of details, annual leave and

recording of sicknesses and other leave.

14. Provide appropriate reports from the HR database for the purpose of auditing and

monitoring employee data and training and support the preparation and submission of the

annual HESA return as required.

2
Reviewed Jan 2024

**Advice and Guidance**

15. Provide day to day advice to line managers and staff on general HR related queries, requests

and RAU policies and procedures, escalating more complex issues to the HR Advisors, HR

Manager, Payroll Specialist or Director of HR as appropriate.

16. Support maternity and paternity leave administration.

**Leaver Administration**

17. Ensure resignations are acknowledged in a timely manner, the line manager is aware of the

process and any outstanding annual leave is calculated in accordance with the employee’s

terms and conditions.

18. Maintain accurate records of fixed term contract dates and set reminders to give appropriate

notice periods.

19. Ensure exit interviews are offered to all staff either face to face or electronically.

**General Administration**

20. Carry out general administration tasks for the HR and Payroll Department, for example; sorting

post, answering the phone, managing the HR and vacancies inboxes, devising/updating

standard Human Resources documents and letters.

21. Respond to reference requests for current or ex-members of staff.

22. Ensure electronic and paper based staff files are maintained and filing/archiving is completed

in a timely manner.

23. Maintain an up to date Procedures Manual for all HR Administration duties.

24. Assist the HR and Payroll team in developing and implementing new projects.

General responsibilities:

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