HR Department, Wessex House, Claverton Down
This role provides key administrative coordination and support for the career progression procedures for education and research staff within the University as well as support to related projects. The post holder will also provide Personal Assistant
(PA) service to the Deputy Director of Human Resources and support and cover for the PA to the Director of Human Resources.
The post is based within a busy HR office and involves dealing with sensitive and confidential matters including note-taking for Committees, hearings and other meetings.
Source and nature of management provided
The postholder is responsible to a designated HR Manager for work related to academic probation and promotion which is managed through Academic Staff
Committee. The post holder will also provide a Personal Assistant service to the
Deputy Director of Human Resources. Work will also be allocated from time to time by the PA to the Director of Human Resources.
Staff management responsibility
The postholder will work to more than one manager.
The postholder will be responsible for sensitive and confidential material.
Main duties and responsibilities
Support to academic probation and promotion
Administrative and clerical support to the probation and promotion procedures within the University for staff in the Education & Research Job Family.
Preparation of papers for Academic Staff Committee meetings and related
Committees and sub-groups, including arranging dates of meetings, liaison with the print unit, some photocopying, collation and distribution of papers.
Attending and taking notes in support of the Secretary at Academic Staff
Committee meetings. Drafting of minutes and outcome letters after meetings.
Updating of records and files for members of staff on probation and ensuring that an archive of Academic Staff Committee related documents is maintained.
Collating management information on academic staff proceeding through both probation and promotion procedures.
Acting as a point of contact for routine enquiries about Academic Staff
Committee matters and provide information to staff at all levels within the
University about probation and promotion matters as required.
Support on related project work project
Providing support on the implementation of projects in particular relating to academic probation and promotion.
Support to Deputy Director of Human Resources
Providing a PA support service to the Deputy Director of HR
– including organising meetings and hearings, taking notes at meetings and hearings, preparing documents and other administrative duties.
Creating and updating web-pages including those relating to probation and promotion processes for staff in the Education & Research job family.
Support to Director of Human Resources and general
Deputise for the PA to the Director of HR as required and cover for this role during any absence. This necessitates familiarity with the University’s erecruitment system and other recruitment processes for senior staff.
Participation in the general work of the department as required including notetaking at sensitive and confidential meetings.
Carrying out as directed ad-hoc tasks within the grade to support the work of the department.
Essential Desirable Assessed by
A/F I/T R
Educated to GCSE level or equivalent qualification or experience including an excellent standard of written and spoken
Previous experience of Committee servicing work
Proven record of generalist administrative work
Experience gained within a large, complex organisation
Experience of prioritising and managing own workload
Experience of HR administration
Experience and awareness of good data management practice e.g. Freedom of
Information, Data Protection
Good base of IT skills including competence in MS Office including Excel,
Ability to build and apply a working knowledge of procedures and practices in probation and promotion systems
A working knowledge of Trent HR system or a similar database system and reporting tools
Organisation and forward planning skills
Excellent communication skills both oral and written
Ability to build and maintain effective working relationships within and outside the Department
Ability to review processes to improve customer service
Accuracy and attention to detail in written communications and record-keeping
Commitment to own professional development
Show self-confidence when communicating with staff and managers at all levels.
– Application form, I/T – Interview/Test, R - References
Effective Behaviours Framework
The University has identified a set of effective behaviours which we value and have found to be consistent with high performance across the organisation. Part of the selection process for this post will be to assess whether candidates have demonstrably exhibited these behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g. clients, suppliers. Building genuine and open long-term relationships in order to drive up service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.
Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what the University/other departments are striving to achieve and taking a long-term view.
Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a commitment to diversity and applying a wider range of interpersonal skills.
Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.