We are seeking an organised and detail-oriented HR Administrator to join our team. This role is ideal for someone who enjoys supporting casual staff appointments and payroll, providing HR guidance, managing Academic Visitor processes, and ensuring accurate, compliant and confidential HR administration.
The position is set to commence ASAP and will be from 36.5 hours per week for 8-12 weeks (with a pay rate of £14.98 per hour + holiday pay).
Main Duties:
- Manage the administration of casual appointments, including preparing letters of engagement, carrying out Right to Work and DBS checks (including for outreach tutors), administering monthly timesheets and maintaining accurate personnel records.
- Provide advice and guidance to academic staff, supervisors, Principal Investigators and other colleagues engaging casual staff or hosting Academic Visitors. Advise on appropriate appointment and visitor routes, relevant procedures, Right to Work checks and immigration requirements, ensuring arrangements comply with University policy, employment legislation and immigration regulations.
- Process monthly payroll changes for casual staff, updating PeopleXD, meeting University deadlines and ensuring payments are charged to the correct funding sources. Ensure compliance with relevant payroll, employment and immigration requirements, including statutory pay and visa-related working hour restrictions.
- Maintain accurate and confidential HR records in accordance with GDPR, Information Security, safeguarding and University records management requirements.
- Maintain up-to-date knowledge of relevant HR systems, policies and procedures and attend appropriate training as required.
- Assist the HR Manager in supporting the Faculty Board’s Equality and Diversity Committee and associated working groups, including those relating to gender, race and disability.
- Manage the Academic Visitor process in accordance with University and Faculty procedures, liaising with academic hosts, Research Finance and the HAF to obtain necessary approvals. Prepare Academic Visitor Declarations, support visa applications where required, and ensure appropriate immigration checks and documentation are completed.
- Provide general administrative support as required to the Head of Administration and Finance, HR Manager, Research Development Officer, Finance Manager and other colleagues.
- Contribute to the effective operation and continuous improvement of HR and administrative processes.
Selection Criteria:
- GCSE (grade A-C) level English and Maths, or equivalent;
- Ability to work independently or as part of a team;
- Flexible approach to work, with a friendly ‘can do’ attitude and a willingness to integrate into and effectively support the administrative team;
- Demonstrable ability to work under pressure, meeting strict deadlines and maintaining excellent attention to detail
- Excellent organisational skills, the ability to manage multiple work streams and prioritise as necessary;
- Excellent communications skills, in writing and in person, able to communicate clearly and appropriately at all levels, including with senior staff across the University and with a wide network of contacts across the wider higher education sector
- Strong initiative, capable of suggesting improvements to systems and processes and working with senior staff to maximise efficiency
- Experience of handling confidential information, and the ability to manage personnel matters with tact and discretion
- Excellent literacy (English language) and numeracy, and a good level of secondary education
- Strong IT skills, including MS Office (Word, Excel, Outlook), databases and the ability to learn specialist software (e.g. PeopleXD)
Vacancy ID: 24101
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service