HR Coordinator in Cambridge

About us

JBS Executive Education Ltd (JBSEEL) is a limited company wholly owned by the University of Cambridge, based within Cambridge Judge Business School. We deliver both Open Programmes – executive learning open to anyone at the requisite career level – and Custom Programmes, bespoke learning designed around individual organisations' strategic needs, delivered face-to-face, live online, and digitally. We're also home to The Psychometrics Centre, a research institution specialising in psychological assessment. Our programmes are led by Cambridge Judge Business School's world-leading faculty, drawing on the latest research and the wider Cambridge ecosystem to deliver transformative learning that makes a lasting impact on our clients. We are a growing team of approximately 85 members of full-time, part-time, permanent, temporary and contract staff. We foster an inclusive and supportive environment where everyone can thrive, whatever their background, identity or working style. Each member of our diverse and competent workforce has a purpose, contributing to our organisational development, and supporting our clients, people, culture, and growth. Together, we change leaders who change the world.

About the role

The role holder will support the HR Manager to provide a comprehensive, seamless, and professional HR service to JBS Executive Education Ltd (JBSEEL) at Cambridge Judge Business School (CJBS). They will act as a first point of contact for all enquiries from staff and line managers, other departments, external stakeholders, and potential applicants. The HR Coordinator will be responsible for the full range of HR administration required in a busy department, maintaining accurate personnel data, records, and documentation. They will play a key role in recruitment, including drafting further particulars and adverts, conducting shortlisting exercises and interviews, and managing the onboarding of new starters. Under the guidance of the HR Manager, the HR Administrator will also implement a range of HR policies (probation, appraisals, sickness absence etc.) and undertake discreet project work, all within HR best practice and in line with University of Cambridge policies and procedures. This is a new role and there is the opportunity for the right candidate to help shape it. We foster a collaborative culture and encourage development and peer support on all our projects. This role, along with the HR Manager, is dedicated exclusively to JBSEEL. Both roles, however, sit within the wider CJBS HR Team of nine and attend bi-weekly team meetings where cross-organisation projects and cases are discussed. This format offers a supportive and professionally enriching environment with exposure to, and discussion of, a wide range of HR issues. We understand the importance of flexibility in managing work-life balance and our structure includes flexible working hours to accommodate individual needs and preferences.

Key responsibilities

• Providing a responsive and high-quality HR service, ensuring JBSEEL operates in accordance with employment law and HR best practice at all times.
• Managing all aspects and levels of recruitment for JBSEEL in conjunction with the HR Manager.
• Preparing for recruitment: confirming budget with the Finance Team; liaison with the recruiting manager; drafting and agreeing all relevant documents such as role profiles and job descriptions.
• Planning and actioning the recruitment campaign alongside the recruiting manager: advising on suitable avenues for advertising including obtaining quotes where appropriate, and placing the ad.
• Managing the interview process: diary liaison to agree dates with all panel members, sending invitations to interview, booking a suitable room, organising refreshments, ensuring that necessary IT is in place, preparing questions and test documentation, greeting candidates on the day, attending interviews and acting as a key member of the interview panel, making offers to preferred candidates and negotiating salary and conditions.
• Managing temporary recruitment and processing temporary worker requests.
• Liaising with agencies to secure the best candidates.
• Requesting references and making sure that all equipment is in place for the first day.
• Organising induction programmes for all new starters and temps including meetings with relevant departments e.g. Finance, Department Heads, IT, etc.
• Conducting substantial HR induction on first day for all new starters.
• Managing orientation process and acting as first point of contact for probation issues, providing advice and escalating to the HR Manager when necessary.
• Being the first point of contact in providing basic advice to individuals and managers on HR policy and employee relation issues such as staff attendance, disciplinary/grievance, performance management, terms and conditions of employment (e.g. benefits, annual leave, family leave, sickness entitlement, etc.), escalating to the HR Manager as necessary.
• Manage the employee exit process, including resignations, termination administration, exit interviews, and ensuring all relevant documentation and system updates are completed accurately and in a timely manner.
• Providing wellbeing support to staff as required.
• Signposting staff to Occupational Health, University’s wellbeing resources, or relevant training courses as appropriate.
• Organising appropriate training events for staff, both internally and externally.
• Meeting with managers to identify training needs and advise on appropriate training for their team.
• Identifying new training initiatives for the benefit of the staff and the School within the constraints of the training budget.
• Co-ordinating the annual JBSEEL Coaching Programme with our external partners; helping to advertise and explain the scheme internally, review applications and select employees for participation; match employees with coaches; and monitor the process during the cycle.
• Co-ordinating the internal job swap/secondment process: collating applications, monitoring the effectiveness of job swaps/secondments.
• Managing the payroll onboarding process for all starters and leavers ensuring all relevant documents and CHRIS forms are completed accurately and in time for payroll deadlines.
• Liaising with University Payroll regarding contractual changes, extensions, queries, or staff absences affecting pay.
• Participating in HR related projects that support the implementation of change programmes across the business in pursuit of its strategic aims and objectives.
• Evaluating current HR processes and identify areas for improvement to add value to JBSEEL and its workforce.
• Processing invoices and maintain accurate records of expenditure generally and for temporary employees.
• Authorise expenditure where appropriate and in liaison with the Finance Team.
• Contribute effectively to JBSEEL values and team activities.
• Undertake ad hoc HR duties and requests as required to support the effective operation of the HR function.

About you

Essential requirements for the role:

• Educated to first degree standard or equivalent.
• In possession of or working towards CIPD qualification preferred.
• Substantial experience of working in an HR role in a busy department is a requirement of the post (ideally within an academic environment).
• Demonstrable knowledge of HR administration/co-ordination involving a critical understanding of relevant theory and/or principles.
• Strong IT skills including Word, Excel, PowerPoint and Outlook.
• Ability to empathise with staff and use tact, discretion and diplomacy.
• It is essential that the role holder can communicate clearly and effectively at all levels with all members of JBSEEL, CJBS, candidates, other University Departments, stakeholders, and agencies.
• The ability to communicate verbally and in writing to a high standard is essential.
• Ability to prioritise workload to meet multiple deadlines, forward plan and manage a number of tasks effectively and at the same time.
• The ability to work independently with little supervision.
• Accuracy and attention to detail, ability to maintain this under pressure.
• Experience of working effectively as part of a team.
• First-class administrative and organisational skills.
• Must be numerate for production of spreadsheets and preparation of budgets.
• Proactive and the ability to use initiative.
• Role holder has access to staff personnel records and information regarding sensitive issues and therefore confidentiality is essential.
• To enable the post holder to keep up-to-date with current practices and regulations and to enable skills to be developed, continuous professional development will be provided by a range of University-provided training courses.
• Understanding of HR policy, employment law and the University’s HR framework.
• Demonstrable commitment to fairness, meritocracy and professionalism.

Desirable:

• Experience working within Higher Education or Executive Education environments.
• Familiarity with University of Cambridge systems and processes.
• Experience in working in a subsidiary or limited company context.