Your responsibilities as the HR administrator will include:

 Forming and maintaining employee records

 Updating databases internally, such as sick and maternity leave
 Preparing and amending where necessary HR documents, i.e. employment contracts and recruitment
guides
 Reviewing and renewing company policies and legal compliance
 Communicating with external partners
 Reporting regularly on HR metrics, such as company turnover
 Being the first point of contact for employees on any HR related queries
 Assisting with payroll by providing the department with relevant employee information, i.e. holiday and
sick days taken
 Helping with various arrangements internally, from travel to processing expenses
 Provide administrative support for HR executives
 Organize, compile, update company personnel records and documentation
 Manage and update HR databases with different information such as new hires,
terminations, sick leaves, warnings, vacation and days off
 Help in payroll management, preparation and payment
 Prepare, manage and store paperwork for HR policies and procedures
 Answer employees’ questions and provide requested information
 Maintain schedule and coordinate calendar activities
 Assist recruiters in posting job ads on careers pages and processing received resumes
 Answer telephone calls and provide needed information
 Create reports for senior management
 Help organize and manage new employee orientation, on-boarding, and training
programs

Key Tasks Recruitment and Selection Carry out all the administrative processes in the recruitment
process, for example; prepare recruitment documents, organise recruitment time tables, draft and
place adverts, log application forms, administer recruitment campaigns through the E-Recruit
system, sit on interview panels and administer test. Ensure that the HR service undertakes all
necessary employment checks including DBS checks and right to work, qualification and medical
checks and references. On-boarding and Induction Administer the process for new employees and
workers, for example; prepare contracts, offer letters and process all pre-employment checks.
Conduct induction meetings with new employees and workers and liaise with Line Manager’s and
Mentors to ensure they are aware of their responsibility in the induction process. Administer the
probation process ensuring Managers know when review meetings need to take place. Payroll
Ensure that all payroll instructions are prepared and logged in time for the monthly payroll run and
submitted to the Payroll Officer, for example; contractual variations, new starters, leavers,
contractual benefits and staff benefits. Act as a secretary to salary review panels as required.
Appraisal and Staff Development Assist with the University College’s annual appraisal cycle, record
completed appraisals and training needs. Job Description and Person Specification: HR
Administrator (1 year fixed term contract – maternity cover) Roll out the induction e-learning
package to new starters and administer e-learning accounts/statistics. HR Database and Reporting
Be the primary contact for queries on the HR systems (MHR) Act as systems administrator for MHR,
configuring the system as required, 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. 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. Provide appropriate
reports from the HR database for the purpose of auditing and monitoring employee data and
training. Annual HESA, UCEA, HE league table and Staff/Statutory returns as required Database
annual cleansing. Advice and Guidance Provide day to day advice to Line Managers and Employees
on general HR related queries, requests and College Policies and Procedures, escalating more
complex issues to the HR Manager or EDoA. Assist in formal meetings, such as employee
disciplinaries and grievances undertaking such tasks as may be required by the Human Resources
Manager. Leaver Administration 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. Ensure exit interviews are conducted for all staff either face to
face or electronically. Admin Carry out general administration tasks for the HR Department, for
example; sorting post, telephone answering, devising standard Human Resources documents and
letters and manage the HR inbox. Respond to reference requests for current or ex-members of staff
Ensure electronic and paper based personnel files are maintained and filing/archiving is completed
in a timely manner. Maintain an up to date Procedures Manual for all HR Administration duties.
Ensure Workstation Risk Assessments are conducted for all new starters/ when employee’s desk
locations change and refer staff issues for Health and Safety risk assessments where appropriate (e.g.
maternity). Staff Benefits Administer, promote and track usage of the College’s staff benefits
schemes. Projects Assist the HR Manager in developing and implementing new projects