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People and OD Assistant (Human Resources)

University of Glasgow

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Job Purpose
You will be responsible for the planning, co-ordination and administrative implementation of a range of activities and initiatives in support of the University’s People & Organisational (P&OD) strategy. This will include providing expert advice and administrative support aimed at enhancing the efficiency and effectiveness of the P&OD function. Working within the Shared Services/College team, you will have a role to play in process improvement and will be involved in projects and engagement events, fostering a positive work culture within an inclusive University community.

Main Duties and Responsibilities

  • Provide advice and guidance on the content and application of a wide range of policies, procedures and terms and conditions of employment, both verbally and in writing, ensuring a responsive, customer-focused service is delivered in line with relevant best practice, university policy and legislative requirements, using own judgement to resolve any issues or escalate when required.
  • To provide a high level of P&OD administrative support of meetings in accordance with procedural timeframes and drafting of high-level correspondence and documentation. Identify issues, undertake background analysis and briefing, recommend solutions and draft responses, papers and reports as appropriate.
  • Maintain our staff electronic files and generate statistical reports/information through various data sources; performing detailed manipulation and analysis of information to present in an appropriate format for dissemination to a wide range of audiences.
  • To accurately process system changes and updates in People XD, ensuring that the process is managed effectively, and all actions are completed in time for payroll deadline.
  • Contribute to service development by proactively sharing information about enquiry trends and identifying areas where ongoing or continuous improvement would be beneficial.
  • Support the maintenance of the relevant P&OD webpages.
  • Arrange and attend relevant meetings to provide administrative support. This includes distribution of agenda and papers and recording of accurate minutes.
  • Maintain an effective network with P&OD teams across the University to foster and share best practice.
  • Manage relevant schedules of meetings, events and logistics to optimise and facilitate effective workload and time management, exercising considerable discretion and knowledge of wider University and HE issues.
  • Any other duties that fall within the area of the post as allocated by the line manager following consultation with the post holder.

    • Knowledge, Qualifications, Skills and Experience

    Knowledge/Qualifications

    Essential

    • A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.
    • A2 Up to date knowledge of HR legislation and best practice.

    Desirable

    • B1 A qualification in HR e.g., CIPD (Chartered Institute for Personnel and Development) Level 5 Associate Diploma in People Management
    • B2 Up to date knowledge of University policies and procedures

    Skills

    Essential

    • C1 Highly proficient in the use of Microsoft Office Suite and in particular Excel, Word, Outlook and OneDrive, as well as experience of using People (HR) systems.
    • C2 Excellent level of accuracy and attention to detail, whilst working with large, complex data sets.
    • C3 Excellent written and verbal communication and people skills (tact, diplomacy, discretion, assertiveness).
    • C4 Demonstrable ability to manage own time effectively, multi-task and prioritise a busy workload, whilst working towards team goals and deadlines.
    • C5 High level of initiative and decision-making capability to resolve issues and determine when to involve more senior colleagues.
    • C6 Proficient level of numeracy and the ability to understand financial budgets and reports.
    • C7 Working knowledge of General Data Protection Legislation (GDPR) compliance in the management of personal data.
    • C8 Ability to contribute to process improvement and development.

    Experience

    Essential

    • E1 Some experience of working in a busy People & OD (HR) Office, meeting multiple deadlines.
    • E2 Experience of understanding and disseminating complex People (HR) policies to colleagues and managers.

    Desirable

    • F1 Experience of meeting minute taking.

    Terms and Conditions
    Salary will be Grade 5, £25,138 – £29,605.

    Both posts are full time (35 hours per week) and fixed term to cover maternity leave for up to 12 months or until the substantive postholder returns.

    Please note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.

    As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

    As a valued member of our team, you can expect:

    1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.
    2 An excellent employment package with generous terms and conditions including 41 days of leave for full-time staff,  pension  , benefits and discount packages.
    3 A flexible approach to working.
    4 A commitment to support your  health and wellbeing , including a free 6-month UofG Sport membership for all new staff joining the University.

    We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community  here  .

    We endorse the principles of  Athena Swan  and hold bronze, silver and gold awards across the University.

    We are investing in our organisation, and we will invest in you too. Please visit our website  https://www.gla.ac.uk/explore/jobs/ for more information.

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