Job Description
2x full time positions.
1x fixed term contract until 28 February 2024.
1x permanent contract.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
This is an exciting new role that has been created to provide additional HR support to the Professional Services (PS) areas at the University. This is a permanent post and will predominantly focus on supporting the Information and Digital Group but also pick up wider PS projects. The role aims to provide confidential, timely and up to date HR administration and operational support for the HR Engagement Team, to an associated portfolio of departments and a range of stakeholders.
This requires a competent knowledge of HR policies and guidance to be able to address basic queries and a clear understanding of HR processes and documentation to be able to advise stakeholders. You will also be required to produce and translate management information and data for a portfolio of departments. There will be a range of diverse HR projects and an opportunity to develop and deliver basic HR training to managers.
It is a great opportunity for individuals looking to gain experience across a breadth of HR activities, support on projects and develop engagement with a wide number of stakeholders.
Job Description
JOB PURPOSE
To provide confidential, timely and up to date HR administration and operational support for the HR Engagement Team, associated portfolio of departments and a range of stakeholders.
This requires a competent knowledge of HR policies and guidance to be able to address basic queries and a clear understanding of HR processes and documentation to be able to advise stakeholders. To produce management information for a portfolio of departments.
DUTIES & RESPONSIBILITIES
HR Operations
- To support the HR Engagement team in day-to-day HR operations.
- To act as a first point of contact for HR policy and process queries and, where possible, to use initiative to make decisions independently without needing to refer to the HRBP or HRM but ensuring University policies and procedures are followed.
- To ensure compliance with confidentiality requirements and GDPR regulations, reporting any potential data breaches to the HRM.
- To work with PA’s and DA’s to ensure relevant paperwork is completed and submitted via ASKHR.
- To work with departments and internal HR support teams, to resolve workflow issues in a timely manner.
- To check work logs to track the progress of relevant tickets in the system.
Management Information and Reporting
- To generate and produce reports, utilising data from the HR System, to enable the production of and monitoring of HR KPI’s for departments. This includes reports to track FTC, probation, turnover and sickness absence, the review of the relevant information and the production of quantitative and qualitative people reports. The reports will be done weekly/quarterly and annually to support the HRBP’s to have relevant people conversations with departments and managers.
- The reports will be by department but there will also be a need to look horizontally across a group of departments and institutionally to benchmark, compare and identify common themes and quantitative and qualitative analysis.
- Production of organisation charts
- Ensuring changes to departments, groups and reporting lines are accurately reflected on Success Factors to ensure accurate reporting.
Administration Support
- Provide administrative support to the relevant team within the HRET. This will include support on restructures, production of packs, letters, scheduling of consultation meetings, note-taking and support on recruitment arising from the restructure.
- Support in case management-production of basic letters from templates, note taking at investigation meetings and hearings and entry onto the relevant trackers.
- Ensure case files are kept up to date in relevant folders and are disposed of in line with institutional and departmental storage requirements.
- Book team meetings and record key actions at the meetings.
- Support on recruitment to assist in the co-ordination of job evaluation, adverts, recruitment packs, interviews and induction schedules.
- Updating relevant webpages as required.
- Drafting generic communications and circulating to relevant stakeholders
- Gathering and collating information from stakeholder information.
- Monitoring generic resource accounts and escalating queries the HRBP/HRM
HR Projects
- Support of relevant HR projects as required, this could include ensuring that relevant updates are made on SF, changes to annual leave, amends to employment legislation, implementation of new policies and guidance.
Training
- To provide low level training to departments on form completion, basic HR guidance and reporting tools.
- Developing basic guidance or checklists for departments
For further information about the University of Warwick, please read our University Further Particulars.
For further information about the department, please visit the departmental website.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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