Clerical Officer - Bangor, United Kingdom - Bangor University

Bangor University

Verified Company

Bangor, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

This is an exciting opportunity to join the HR team at the early stages of the introduction of our new HR/Payroll system iTrent.

The position is permanent and full-time.

Our new system is a fully integrated HR Payroll system with functionality that will encompass many areas such as recruitment, organisation structure, absence, learning, to name but a few.

The system will also be complemented by a self-service platform for staff members to use, and Manager self-service for those with staffing responsibilities.

The ability to communicate through the medium of Welsh is essential for this post.

Applications will also be considered to carry out the role on a part-time or job share basis.

Committed To Equal Opportunities

Overview

Reporting to the Senior HR Officer (Projects and Business Processes) the primary focus of the role will be to provide key administrative support e.g.

organise all staff development events including managing the administration of the monthly induction programme, providing basic statistical reports and ensuring all databases are updated on a regular basis, completing jury service forms, providing confirmation of employment letters, responding to mortgage enquiries and, during School term times, administering work experience opportunities for local Schools/Colleges as required.

Main

Responsibilities:

Administration of monthly staff induction programme.
Assist with administrative activities in relation to the Bangor Manager's Programme.
Respond to queries from third parties in relation to Mortgage and tenancy references for staff members and provide confirmation of employment letters.
Administer Jury Service process.
Administer the equality elearning system and set up online Staff Development surveys.
Manage and update the HR department's website and ensure content is up to date.
Prepare basic statistical reports from HR and other systems ensuring all databases are updated on a regular basis with accurate information (e.g Doctoral School sessions, PGcertHE data, Equality training, staff change of address details, PDR reports etc).
Process flu vaccination reimbursements in a timely manner.
Administer work experience opportunities for local Schools/Colleges as required.
On a regular basis ensure staff files are archived in line with Department procedures. This also involves close liaison with the Archives Office to ensure relevant files are stored appropriately and to obtain access to archived files as required.
Open and distribute Department's mail.
Service internal meetings as required.
Respond appropriately to requests for information from departmental records, taking into account GDPR / Data Protection Act (e.g. Auditor's access, copy contracts etc).
Monitor all Department stationery levels, including letterhead paper, and ordering replacements as necessary.
Monitor usage of the photocopying machine including arranging maintenance and repair.
To operate efficient and effective, confidential administrative support to the Occupational Health Service to ensure that legal obligations and the Service's procedures are adhered to. This will include duties such as data input, collation and extraction of anonymised statistical data, file maintenance/retrieval, assist with the planning of Occupational Health activities on an ongoing basis, and providing administrative support in ensuring that all statutory medicals, health screens, health promotion visits, clinics are programmed and planned.
Support arrangement for Equality & Diversity meetings as necessary.
Provide support across HR Department to meet workload peaks, cover for staff absence etc and to assist colleagues on related tasks to provide a seamless service to the wider University.

This is not an exhaustive list of duties and responsibilities, and the Post holder may be required to undertake other duties which fall within the grade of the job, in discussion with their manager.

The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.

Other

Responsibilities:

The post holder will be expected to participate in performance review and developmental activities.
The post holder will be expected to comply with the University equal opportunities policies, Dignity at Work and Study Policy and the University's Welsh Language Policy and the Welsh Language Standards.
The post holder has a general and legal duty of care in relation to health, safety and wellbeing and must take all reasonable steps to ensure a safe and healthy working environment for themselves and for other members of staff, students and visitors affected by their actions or inactions. The post holder is also required to comply with all applicable health and safety policies, procedures and risk assessments.
The post holder must comply with relevant legal and financial policies and procedures and be aware of their responsibilities in terms