We are seeking an organised and customer-focused Administrator to join our University Parks team. This role is ideal for someone who enjoys providing a high-quality first point of contact, coordinating events and meetings, supporting purchasing and HR administration, and ensuring the smooth and efficient running of day-to-day operations.
The position is set to commence 28 September 2026 and will be from 36.5 hours per week for 12 weeks (with a pay rate of £16.92 per hour + holiday pay).
Main Duties:
HR administration and support
- Provide efficient day-to-day administrative support to the HR team.
- Respond to routine HR queries from staff and line managers, referring more complex matters to the HR Officer or HR Manager as appropriate.
- Prepare correspondence, documentation and other HR paperwork accurately and within required deadlines.
- Provide administrative support for meetings and HR processes, including note taking where required.
- Assist with other HR administrative tasks and short-term projects as required during the 12-week assignment.
Recruitment and onboarding
- Provide administrative support for recruitment exercises, including preparing and placing advertisements, producing recruitment documentation and preparing shortlisting and interview materials.
- Liaise with recruiting managers to obtain the information and approvals required to progress vacancies.
- Prepare standard appointment letters, contracts and visitor documentation using established templates.
- Support pre-employment processes, including checking that right-to-work, Occupational Health and identification requirements have been completed.
- Support the induction and onboarding of new starters.
HR systems and payroll administration
- Maintain accurate employee information on HR systems and confidential personnel files.
- Process routine employee changes and assist with monthly payroll submissions in line with established deadlines and procedures.
- Run standard or ad hoc HR reports where required.
- Monitor relevant dates and records, including fixed-term contract end dates, sickness absence, annual leave and probationary periods, flagging required action to the appropriate member of the team.
Compliance and confidentiality
- Handle personal and confidential information appropriately and in accordance with data protection and information security requirements.
- Follow established University HR policies, procedures and payroll processes.
- Support right-to-work and visa administration by ensuring required documentation is complete and escalating queries or more complex cases as appropriate.
- Undertake any necessary training on University HR systems and procedures.
Selection Criteria:
- Educated to A-level standard, or equivalent, with GCSE English and Maths (grades A-C or equivalent).
- Previous experience in an HR administrative role or experience providing relevant administrative support in a busy office environment.
- Strong organisational skills, with the ability to prioritise competing tasks and meet deadlines.
- Excellent accuracy and attention to detail, particularly when handling employee information and documentation.
- Good written and verbal communication skills, with the ability to provide clear and professional information to staff and managers.
- Experience of providing a high standard of customer service.
- Good IT skills, including Microsoft Office, email and the ability to learn new systems quickly.
- Awareness of the importance of confidentiality, data protection and information security when handling personal information.
- Ability to work independently on routine tasks while recognising when matters need to be referred or escalated.
- Ability to work collaboratively and provide flexible support to the wider HR team.
- Ability to become familiar with established HR policies, procedures and processes quickly.
- Previous experience working within an HR team.
- Experience using an electronic HR or personnel system, such as PeopleXD.
- Experience supporting recruitment, onboarding or payroll administration.
- Experience working in a university, education or similarly complex organisation.
- Familiarity with right-to-work checking requirements.
Vacancy ID: 24138
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