HR Assistant in Oxford

The part-time HR Assistant role is for a fixed period of 9 months, and is responsible for providing a consistent baseline of HR administration support during a particularly busy period for the Jesus College HR team. The postholder will be responsible for routine HR administration, as well as delivering some aspects of the wider HR service and specific projects. The role is 21 hours per week (0.6 FTE). Exact working hours will be agreed with the successful candidate, but will need to be worked over 3-4 days, Monday to Friday, to provide the level of cover required.

Main duties:

• HR administration
• Carry out right to work checks
• Issuing contracts for Casual Workers
• Creating new employee files
• Managing records for current employees, including personal files and records held on the HR system
• Room bookings for interviews and meetings
• Creating templates and process maps for core administration tasks
• Assisting with recruitment administration and logistics
• Supporting the preparation of letters and email correspondence, as required
• Ad hoc administration tasks
• HR service delivery
• Manage the HR mailbox and respond to queries, ensuring follow up tasks are passed on and completed
• Taking minutes at meetings
• Specific projects
• HR compliance review (ongoing)
• Support the launch and embedding of the new staff recognition programme, including mapping processes and developing templates
• Coordinating core skills training programme for line managers
• Other
• Any other appropriate tasks or projects as requested by another member of the HR team

Person specification:

Essential criteria: key skills, knowledge, and experience essential to performing the role:

• Personal attributes
• Proactive and uses own initiative
• Enthusiastic
• Strong work ethic
• Strives for high standards in all they do and care about their work
• Personable and approachable
• Discreet
• Perceptive
• Methodical
• Skills
• Attention to detail
• Strong administration skills
• Highly organised
• Good at planning and thinking ahead
• Strong customer service skills
• Strong communication skills – both written and oral
• Deals with matters sensitively and with integrity at all times
• Actively seeks out improvements to processes
• Knowledge
• Microsoft Office package, especially Word and Excel
• Use of systems and working with data

Desirable criteria: additional skills, knowledge, and experience that would be beneficial:

• Specific HR experience is desirable but not essential – strong administration skills and working discreetly are the priority
• Microsoft PowerPoint
• Automating manual processes

Please note that the appointment of the successful candidate will be subject to standard pre-employment screening, as applicable to the post. This will include a right-to-work check and the receipt of satisfactory references.

Benefits:

• Meals - A free meal is available when on duty and the kitchen is open.
• Holiday - A generous annual leave entitlement of 38 days per year (pro rata for part time posts), which includes all Bank and Public holidays.
• Pension - On joining the College you will be automatically enrolled into either the Oxford Staff Pension Scheme (“OSPS”) or University Superannuation Scheme, (“USS”) as applicable.
• Employee Assistance Programme - 24/7 access for you and your spouse/partner to a broad spectrum of services, including Health Management, Online and Face-to-Face Counselling, and Debt Management.
• Bus Ticket Loan - You may, on the completion of your probation period, be entitled to receive an interest-free loan to enable you to purchase an annual season ticket for travel by bus, with a discount of 5% on the overall cost.
• Personal Development - Staff are encouraged to develop both professionally and personally and the College supports employees to develop their skills and improve their performance throughout their time with the College.
• Family-friendly policies - The College has a range of family-friendly policies in place, including parental and family leave, and flexible working.
• Childcare Services - Open to University and College Staff and Students, the University owns a number of nurseries and has places at a number of Community nurseries which employees can apply for.
• Oxford University Discounts - College staff will receive a University card which provides the following discounts: Free entry to Oxford Colleges and libraries, 10% discount in some University shops, Free access to the University Botanical Gardens and Harcourt Arboretum, Discounted computer software from the University Computing Service.
• Access to Sports Facilities and Punt Hire - Staff may use the College’s sports facilities and sign up for punt hire during the summer period for a small fee.
• Library - College staff have access to the Meyricke Library, open 24 hours a day.
• Eye Test/Glasses Reimbursement - a free eye test and a glasses contribution are offered for staff that are regularly display screen equipment (DSE) users and who have been advised they need glasses for DSE use.
• Flu Vaccinations - a yearly flu vaccination scheme where staff not otherwise eligible to receive a free vaccination can obtain one at the cost of the College.
• Staff Entertainment - The College arranges social events including coffee mornings, quiz nights, staff summer and Christmas party as well as a children’s Christmas party.
• Electric Vehicle Salary Sacrifice Scheme (subject to earnings criteria) via Tusker.
• Cycle to Work Salary Sacrifice Scheme – also recently launched provided by Green Commute initiative.
• Secure Bike Parking - bikes can be locked away securely on site.
• On site Gym.
• Multifaith Room – available for staff and students.
• Discounted Guest Rooms - Staff may book a guest room at Jesus College at a discounted rate, subject to availability and terms and conditions.