Human Resources Administrative Assistant

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**ob Purpose**

**Main Duties and Responsibilities**-2. Provide efficient administrative support across the team, including the preparation and issue of standard documentation to support a range of HR procedures and work activities in line with University policies and timescales.
3. Ensure that all paperwork is promptly scanned and uploaded to personal files via the HR document management system (EDMRS) and processed appropriately in accordance with data protection legislation, best practice and associated University guidelines.
4. Assist with diary management and arrange meetings as required. This may include organising venues, hospitality and the preparation and distribution of papers in advance of meetings.
5. Assist in the running and formatting of regular monthly and quarterly reports, ensuring that paperwork is up to date and the Core HR/Payroll System is updated accordingly. Take particular responsibility for the general administration required to support the probation process for new members of staff and fixed terM/Funding end date procedures, liaising effectively with Human Resources Assistants as required.
6. Operate an effective administrative process to ensure that all required signed contractual and related acceptances have been returned to the team in a timely manner
7. Process casual posts in line with the University’s Extended Workforce Policy, liaising as required with relevant managers, checking documentation and updating the HR system.
8. Provide general administrative support to colleagues as required, including project related work activities and data returns across a range of work activities.
9. To monitor and maintain team stationary resources, including use of the Agresso system to raise purchase orders.
10. Undertake other tasks and duties as assigned from time to time by the Assistant HR Adviser or Human Resources Assistants.

**Person Specification**

**Knowledge/Qualifications**

**Essential**
A1 Scottish Credit and Qualification Framework level 4 in English and Mathematics (National 4) or equivalent
A3 A basic understanding of data protection and working with confidential information

**Desirable**
B1 Qualification in HR, e.g. Certificate in Personnel Practice
B2 Working knowledge of HR/Payroll Systems

**Skills**

**Essential**
C1 Good interpersonal skills, with the ability to provide a high standard of customer care and communicate effectively with a range of customers
C3 Good time management skills with the ability to prioritise a busy workload and to work around colleague’s requirements for support while still undertaking own work
C4 Good attention to detail, ability to draft documents and input data accurately and quickly
C6 Ability to work effectively as a flexible member of a team, providing a range of administrative support
C7 Ability to respect and maintain confidentiality

**Experience**

**Essential**
E1 Some experience of working in a similar general administration support role within a team environment
E2 Experience of dealing effectively with a wider range of customers at all levels in an organisation
E3 Experience of prioritising day to day tasks and working to deadlines
E4 Experience of using Microsoft Excel to sort data and manipulate standard reports to provide accurate information

**Desirable**
F1 Experience of working within a further or higher education setting
F2 Experience of using HR/Payroll systems

**Dimensions**
Provision of effective general administrative support to the University Services HR team in the context of a business partner model of service delivery where Human Resources Assistants and HR professional staff provide dedicated support to particular business areas. University Services comprises nine Divisions and approximately 2,500 staff delivering professional services which encompass all of the University’s business critical, front-facing, infrastructure and administrative services.

**Terms & Conditions**
Salary will be on the Management, Professional and Administrative Grade, level 3, £18,212 - £20,092 per annum.
This post is offered on a full time, open-ended basis.
New entrants to the University will be required to serve a probationary period of 6 months.
It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.
We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity.
The University of Glasgow, charity number SC004401.