LINCOLN COLLEGE, OXFORD

FURTHER PARTICULARS: PART-TIME HUMAN RESOURCES ADMINISTATOR

Job Title: Part-time Human Resources Administrator

Department: Bursary

Responsible to: Human Resources Manager

Job Purpose: To provide administrative assistance and support within the College’s Human Resources function, facilitating effective and efficient administrative processes.

Lincoln College invites applications for the newly created position of part-time Human Resources Administrator which will initially be offered on a 12 month fixed-term contract. The post-holder will be located in the Bursary, in a small, friendly and busy team who also handle the College’s financial operations.

Background information on the College and Domestic Bursary Lincoln College was founded in 1427 in the University of Oxford and is a self-governing institution in which the ultimate authority for all decisions rests with the Rector and Fellows. Lincoln has 600 students in residence, of which approximately 300 are graduates. It enjoys an excellent reputation for its undergraduate education and has been among the top third of colleges academically for the past several years. The College is also a popular choice for graduate applicants to the University. Lincoln College is located on an attractive historic site in the centre of Oxford, with excellent access to university libraries and the university’s departments and faculty buildings. More information on the College can be found on its website, www.lincoln.ox.ac.uk.

The Bursary works closely with all departments across the College, and the Human Resources Administrator will in particular be required to liaise frequently with, not only the Human Resources Manager, but with the Bursar’s secretaries, the Payroll Manager, the Senior Tutor and the Academic Administrators. The role will also involve day-to-day contact with a wide range of people from candidates for jobs to academic Fellows of the College. The development of good working relationships both within the College and with outside potential employees will be essential.

Job Description: Human Resources Administrator

Main responsibilities

Recruitment - Providing recruitment administration for all Fellow and Staff recruitment, which will include:

 Acknowledging receipt of application forms for all College vacancies  Logging application and equal opportunities monitoring forms  Uploading academic application forms onto an electronic ‘share point’ system  Photocopying and circulating applications to the selection panel  Arranging interviews, including liaising with panel members to agree interview dates, IT needs, room bookings and refreshment bookings  Contacting candidates to advise them of the outcome of their applications  Producing equal opportunity monitoring statistics for each recruitment exercise  Request references for new starters  Send out contracts and associated paperwork to appointed candidates  Chase up outstanding paperwork and references for new starters

Proof of Eligibility to work in the UK Checks

 Undertake ID checks for all employees prior to their start dates  Submit a fortnightly electronic document to the Conference of Colleges detailing a snap shot of right to work checks for College employees  Attend University immigration updates and training sessions related to right to work checks  Check the central file for tier 4 student visa holders for graduate students, as necessary  Monitor those employees who have time restricted visas and inform the Human Resources Manager and Academic Administrator prior to the expiry dates  Assist with Tier 2 visa applications for new and existing employees

Absence Monitoring

 To enter self-certificates and Doctors certificates on the HR database  To run periodic reports  Inform the Human Resources Manager when staff reach the sickness absence trigger point

General Duties

 To maintain employee personal files by ensuring filing is up-to-date  To photocopy and circulate papers for the Human Resources Manager relating to committees and formal Human Resources meetings such as grievances and disciplinaries  To assist with administrative tasks associated with the College’s annual review process, probation process, induction process, the issue of annual leave cards and the annual update of the Staff Handbook.  To assist with training and development administration, including, booking courses, rooms, refreshments and IT requirements  To undertake any other duties, consistent with the purpose of the job, as may be assigned from time to time by the Human Resources Manager.

Person specification

The successful candidate will be able to demonstrate that they have:

. Excellent written and oral communication skills ideally to A-level standard or equivalent, and a good level of numeracy.

. A confident and friendly approach, and the ability to build relationships with people at all levels, both internally (Fellows, staff and students) and externally (candidates for jobs).

. An ability to work calmly under pressure, to manage several projects at any one time, to prioritise work and meet tight deadlines.

. Strong organizational skills and scrupulous attention to detail. . Excellent IT skills appropriate to a Windows-based office, including word-processing, manipulating spreadsheets, handling databases, and preparedness to learn new applications as required.

. The ability to work independently and flexibly as a member of a small team.

The following criteria are also desirable:

. Previous experience of HR Administration.

. Experience of working in an educational setting

. Previous experience in a similar role.

Applicants will be expected to demonstrate how their experience equips them to meet these requirements.

Terms and Conditions

Appointment: The appointment will be conditional on verification of the successful candidate’s availability for employment in this country. The initial period of appointment is for 12 months, including a 6 month probationary period.

Salary: Equivalent to Grade 4 of the Oxford University Pay Scale, in the range £21,220 to £24,565, pro rata, depending on experience.

Pension rights: Oxford Staff Pension Scheme (OSPS)

Meals: Free lunch is provided in College when on duty

Hours of Part-time. 18 hours per week. Minimum of 3 days per week, but there is working: flexibility in how the hours can be worked.

Annual leave The post-holder will be entitled to six weeks’ paid leave, pro rata, in each entitlement: year on the basis of one week at Christmas and the remainder to be taken at such time or times as shall be mutually convenient, and agreed in advance with the Human Resources Manager.

Notice period: During the initial probationary period, notice will be one week on either side. Subsequent to satisfactory review and confirmation in the post the notice period will be one month on either side.

Application process

Prospective candidates should send the following items to the College:

1. A completed application form (available at www.lincoln.ox.ac.uk/vacancies)

2. A thoughtfully-written covering letter of no more than 300 words stating how their skills, experiences, and interests equip them to undertake this role

3. This post is subject to recruitment monitoring to ensure that the selection process is consistent with the law and the College’s Equal Opportunity Policy and Code of Practice. To this end, applicants are asked to complete a Recruitment Monitoring Form; this too is available on the website. This should be returned with your application, but should be placed in a separate sealed envelope addressed to the Human Resources Manager. The information supplied on the form will play no part in the selection process, and will not be seen by any member of the selection panel.

This material should be sent to: The Bursar’s Secretary Lincoln College Turl Street Oxford OX1 3DR

Applications may be sent by e-mail to: [email protected]

Closing date for applications is 12.00 noon on Friday 20th January 2017

Interviews will be held at Lincoln College during the week commencing 30th January 2017.

Data Protection. All data supplied by applicants will be used only for the purposes of determining their suitability for the post and will be held in accordance with the principles of the Data Protection Act 1998.

Other Information

The successful candidate will be required to complete a confidential medical questionnaire which will be forwarded to our Occupational Health Department who will assess their fitness to perform this role Lincoln College is an Equal Opportunities Employer. Conduct against fellow employees and College members which is offensive or detrimental to them on grounds of age, colour, disability, ethnic origin, marital status, nationality, national origin, parental status, race, religion or belief, gender, or sexual orientation will not be tolerated.

Any enquiries related to these Further Particulars should be directed in the first instance to the Human Resources Manager, Nina Thompson: [email protected]