People and Culture Advisor LMS 2762 in London

The LMS People and Culture team supports the LMS Director, LMS and ICS (Institute of Clinical Sciences, Imperial College London) Group Heads in all aspects of staff management, including recruitment and retention, performance management and motivation, reward, restructuring and change management.

The People and Culture Advisor is responsible for:

• Providing an efficient and professional people administration support service to meet the requirements of the MRC and Imperial College London.
• Acting as a local specialist for all aspects of recruitment and immigration.
• Supporting the Head and Deputy Head of People and Culture in the application and communication of People-related policies and procedures to Group Heads, Managers and employees.

Working Relationships:

• Reports to the Deputy Head of People and Culture.
• Liaises with LMS Administration colleagues, UKSBS, UKRI, Imperial College London Teams and Imperial College NHS Trust, and other outside bodies as appropriate.

Main Duties:

• Act as point of contact for email or in-person queries entering the People and Culture department, resolving where possible and escalating when needed.
• Liaise with Group Heads for LMS / ICS to manage the recruitment of staff by co-ordinating the end-to-end recruitment process and ensuring the relevant people (Imperial / UKRI Recruitment teams) are informed at every step.
• Issue, organise and review contracts of employment ensuring they are sent to successful candidates promptly and ensure records of all new starters are maintained.
• Organise and run the LMS Induction programme for all new starters within LMS. Coordinate the ‘New Starters Lunch’ and follow up on any queries raised or support required.
• Provide advice to managers for general People and Recruitment issues, ensuring adherence to UKRI/MRC policies and UK employment legislation.
• Support and assist with SAS Awards panels and Promotional Panels.
• Liaise with staff on maternity and paternity leave and provide information and assistance on the application of policy.
• Have 1:1 meetings with employees as required and ensure the Maternity Leave Tracker is up to date and any actions for payroll are appropriately actioned.
• Ensure an effective leaver process is adhered to.
• Monitor sickness absence levels, highlighting to managers when employees exceed the MRC sickness absence monitoring point.
• In conjunction with the Deputy Head, provide assistance, advice and support to managers in managing sickness absence supporting meetings and discussions.
• Ensure accurate records are kept for all starters and leavers for the LMS / ICS on a monthly basis and any changes are notified to payroll in a timely manner.
• Provide on-the-job training and day-to-day supervision / support to the People and Culture Administrator.
• Support the Head and Deputy Head of People and Culture in the implementation of all People-related policies.
• Advertise training and development opportunities or information to staff.
• Support with the administration of training programmes and conduct/deliver training sessions and workshops if needed.
• Act as People and Culture representative or as note-taker for recruitment interview panels, exit interviews, promotion and award panels and formal hearing meetings for LMS / ICS when nominated by the Deputy Head of People and Culture.
• Support the Head and Deputy Head of People and Culture with arrangements for restructuring and proactively ensure that any related payroll enquiries & actions are delivered on time.
• Organise OH referrals in conjunction with the Deputy Head of People and Culture and manage the return-to-work process.
• Manage requests for Studio.
• Work closely with the UKSBS and Imperial College to ensure that SLAs are met and service delivery is exemplary.
• Undertake project work and casework as required improvement projects, writing protocols, developing posters, writing information booklets and staff communications, note-taking and report writing for ER cases.
• In conjunction with the Deputy Head of People and Culture analyse monthly reports to ensure all fixed-term contracts and leavers are dealt with according to LMS / Imperial policy and current legislation and the appropriate process is followed.
• Regular updating of the LMS Intranet and website.
• Coordinate recruitment of contractors via the Public Resourcing Sector, approving timesheets and arranging payments via Fieldglass.
• You will follow best practice, and keep yourself updated on changes, whilst always maintaining our culture.
• Any other duties as deemed job-related by the Head and Deputy Head of People and Culture.

Person Specification

Education / Qualifications / Training required (will be assessed from the application form):

• Essential: HR Diploma / HR Degree educated or Studying towards a CIPD qualification or part-qualified CIPD.
• Desirable: Strong numerical skills.

Knowledge and experience (will be assessed from the application form and at the interview):

• Essential: Experience of working in a team at HR Advisor level, Experience of providing on-the-job training, Providing advice and guidance on the application of policies and practices in a busy and complex environment, Knowledge of current UK legislation and HR practices, Experience of producing accurate minutes and meeting notes, Practical experience of interpreting People-related policies and practices and applying them to different scenarios, Ability to produce timely and accurate reports.
• Desirable: Proven Administrative experience, Supervisory experience, Previous experience of working in science/academia/healthcare/NHS, Experience of working with a Shared Services Centre, Experience of ER Administration & Communication Skills.

Essential: Experience in taking formal minutes, Proactive approach, capable of identifying and implementing improvements to admin processes and services, Excellent communication skills both oral and written, Strong attention to detail and focus on high-quality work, Ability to apply diplomacy and patience in difficult situations or where there are competing needs.

Desirable: Experience in writing reports.

Organisational Skills

• Essential: Ability to organise time effectively, prioritise and work to deadlines, Ability to work effectively as part of a team, Ability to use own initiative and work with minimal supervision, Experience in building and maintaining strong relationships.

IT Skills

• Essential: Intermediate level skills in the use of Microsoft applications (Word, Excel, PowerPoint and Outlook) and the internet, Proven experience working with HR systems.
• Desirable: Confident with updating the website and Intranet, Working knowledge of Fusion.

Personal skills / behaviours / qualities (will be assessed at the interview):

• Essential: Strong customer service focus, Reliable and responsible attitude, A committed individual with proactive and flexible attitude to work and keen to learn, A professional manner capable of working confidentially and dealing with sensitive information.