Onboarding Assistant - Glasgow, United Kingdom - University of Glasgow

University of Glasgow

Verified Company

Glasgow, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Purpose

Main Duties and Responsibilities

To prepare and issue offers and supporting contracts of employment to new appointments based on information provided from the interview panel, delivering accurate paperwork within agreed timescales.
Accurately coordinate and issue relevant correspondence within defined timescales; to ensure correct information is disseminated and appropriate actions are taken, and that relevant systems/business processes are updated accordingly.
Ensure all relevant information is entered timely and accurately based on data gathered during hiring process. Track the approval process ensuring that key deadlines for new joiners are met.
Ensure all necessary employment/right to work checks are carried out and paperwork is obtained and stored appropriately and timely. Obtain advice from the Immigration Compliance Officer as necessary and liaise with the new employee to ensure they are fully engaged in the process especially where a visa or sponsorship is required.
Maintain regular contact with the Hiring Manager/Local Administrator to liaise regarding joining dates and to ensure that preparations for induction are made.
Identify matters requiring senior level input and provide the requisite background information to assist. Where relevant, draft appropriate responses for approval.
Maintain accurate electronic personnel files such that information therein is kept in an ordered fashion, conforming to Data Protection Guidelines. Ensure all paperwork is scanned and uploaded into EDMRS to keep files updated.
Manage and support the distribution of bulk offers of employment at peak periods throughout the year. Planning ahead to ensure all process' are complete in line with agreed start dates.
To work as part of a multiskilled team, to contribute to the smooth running of the recruitment service in times of team absence.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 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 Strong IT knowledge and skills, including Microsoft Office packages, in particular advanced Excel
A3 Up to date knowledge of HR legislation and best practice.

A4 Working knowledge of employment laws and compliance requirements as they relate to contracts of employment, Right to work and pre employment screening.

Desirable:

B1 Knowledge of HR management systems, eg Core HR and I-Grasp.

Skills

Essential

C1 Well-developed organisational and time management skills and an ability to manage and prioritise a busy workload acting calmly and methodically to ensure that deadlines are met.

C2 Excellent written and oral communication skills and an ability to interact positively with others in person, by telephone or in written form using tact, diplomacy, discretion and confidentiality as appropriate
C3 Understanding and communicating terms and conditions of employment.
C4 Proven analytical, problem solving and client need interpretation skills.
C5 Able to work proactively, multi-task and to use initiative as part of an extended team.
C6 Flexibility and willingness to adapt to changes.
C7 Excellent attention to accuracy and detail.
C8 High level of initiative and decision making with regard to resolving issues and determining whether escalation is required or not

Experience

Essential
E1 Relevant experience of working in a busy HR Department.
E2 Experience of administering contracts of employment and pre-employment screening including the collation and monitoring of all relevant data.
E3 Experience in dealing with a wide range of staff and customers at all levels within an organisation.

Desirable
F1 Experience of end to end staff recruitment processes.

Job Features

Planning and Organising

Planning/organising own workload and time on an ongoing basis and assisting the wider team to plan and organise as required, taking into account timescales required for completion of work in hand and the need to plan ahead.

To manage and be proficient in the event of unexpected and conflicting changes in workloads, tight deadlines and changing priorities across a diverse workload.

Decision Making
Make clear decisions on issues relevant to all aspects of the role.

Evaluate issues/problems and exercise professional knowledge and judgment in deciding how to address these by either answering alone or referring to the most appropriate member of staff.

Internal/External Relationships

Communicate on a daily basis with a wide variety of colleagues and others at all levels within and outwith the University.

Problem Solving

First point of contact for all enquiries in relation to own territorial area with reference to policy, procedural and contractual matters and general best practice.

Depending on the nature of the is