Job Description
Job Title:STAFFING ADMINISTRATOR
Dept. / School / Inst:CENTRE FOR COMMERICAL LAW STUDIES
Reports to: OFFICE MANAGER (HR & BUILDING OPERATIONS)
Job Context
The Center for Commercial Law Studies is one of two departments that make up the school of Law (SOL) part of the Faculty of Humanities & Social Sciences. Established in 1980, it has become one of the world’s leading academic institutions for the study of commercial law. The primary objectives of the Centre are to conduct scholarly research of international excellence, to contribute to the shaping of public and commercial policy, and to provide teaching of the highest quality at post-graduate level. CCLS covers the whole spectrum of commercial law, including arbitration, banking and finance, intellectual property, international trade, media and communications, shipping, insurance, regulation, ethics, and tax, and around 900 students from some 80 countries study for masters and doctorate degrees.
CCLS has a team of approximately 40 Professional Service staff to support the Centre’s teaching and research priorities including a team of staff to manage the Centre’s Human Resource activity and ensure staff are recruited and managed in accordance with QM policy and ethos.Many Professional Service staff in CCLS and the DOL work across both departments to support activity and it is likely that this post will similarly support HR activity across the School as a whole in the near future.
Job Purpose
1)To co-ordinate and administer all aspects of CCLS’s Human Resources activity including: the administrative processes associated with recruitment and selection; induction; visiting and honorary appointments; contractual arrangements for outsourced staffing; the maintenance and updating of HR records for fixed-term contracts, probation, leave, sickness and staff appraisals.
2)To provide administrative support for the CCLS Visiting Scholarships and Visiting Student Researcher Scheme.
Main Duties and Responsibilities
1. To co-ordinate and assist with all administrative processes relating to the recruitment and selection, and preparation for new starters e.g. preparing written invitations to candidates, collating applications and CVs for panel members.
2. Responds in a timely way to phone and email enquiries, contacts appropriate staff and meets and greets external panel members and interviewees during interviews and on their starting date.
3. Organises room bookings and the arrangements on the day for panel members and interviewees via email and the telephone, preparing written requests for references and ensuring arrangements are in place for new starters by liaising with relevant staff in CCLS and QM.
4. To support the written preparation of job descriptions and person specifications and other recruitment material such as advertisements and other material liaising with academic and the Head of Building and HR Operations, drawing on relevant QM guidance and referring more complex queries to senior Professional Service staff.
5. Use e-recruitment system (i-Grasp) to ensure effective and efficient usage as appropriate to business needs referring to guidance and liaising with HR and other appropriate staff.
6. Responds to feedback and assists with the development of recruitment material communicating with relevant staff by email and in person or f2f.
7. Co-ordinate and keep up-to-date the sabbatical leave application process and ensures the necessary procedures are followed and relevant forms for completion are submitted by the required deadlines.
8. Administer the Teaching Assistant/Associate Lecturer and other outsourced staffing contracts liaising with CCLS academic and professional staff and HR and payroll staff at central QM.
9. Maintain up-to-date records for the recording of HR related activity such as fixed-term contracts, probation reviews, and leave and sickness absence and carry out administrative tasks associated with these activities on behalf of the Centre in accordance with QM process and procedures.
10. Uses initiative to assist with the identification, design and implementation (including updating and documenting) of business processes, and continuously seek improvements the increase the efficiency and effectiveness of the recruitment and HR processes within the Centre.
11. Provides management information and other ad hoc reports on trends and other activity and disseminates information in accordance with agreed practice.
12. Comply with the Data Protection requirements in all working practices, and maintain confidentiality at all times.
13. Fulfil equality and diversity responsibilities appropriate to the role.
14. Routinely provides cover for reception during staff absences such as leave or sickness absence.
15. Carries out other responsibilities from time to time that may be requested
16. Administration of the CCLS Visiting Scholarships Programme, and Visiting Student Researchers Scheme, including:
- Manage the programme of academic visitors to CCLS (both students and scholars).
- Provide them with information on how to access and participate in the academic life of the SOL/CCLS.
- Provide first point of contact and support on visa requirements.
- Primary point of contact for visiting research students and scholars and their academic contact on all matters related to their visit.
17. Builds effective working relationships with key colleagues in CCLS and HR to ensure a high level of customer service to prospective staff commensurate with CCLS Russell Group membership
The above list of responsibilities is not exhaustive and the jobholder may be required to undertake other duties commensurate with the level of the role, as reasonably requested by their line manager. The role is customer facing and has interaction with staff, employees and visiting scholars on a daily basis. Therefore the post holder is required to be office-based Monday to Friday.
Additional Information
Grade: 3
Appointment period: Permanent
Current Location:Lincoln’s Inn Field
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of the responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the post.
Person Specification
This table lists the essential and desirable requirements needed in order to perform the job effectively. Candidates will be shortlisted based on the extent to which they meet these requirements.
Requirements / Essential / DesirableQualifications / Please see guidance notes for instructions on how to complete this section.
GCSE/O Level (Grade C or above) or equivalent English and Maths / E
A Levels and ECDL or equivalent / D
Knowledge, Skills and Experience / Please see guidance notes for instructions on how to complete this section.
Significant experience in an HR or recruitment role, working with managers and staff at all levels in a complex organisation. / E
Understanding of the value of ‘customer service’ and experience of providing this in an HR or similar role / E
Extensive use of e-recruitment systems (I Grasp or similar) / D
Project or development work in HR systems / D
Work in a University staff recruitment or HR team / D
Extensive knowledge of recruitment processes from advertising through to issuing offer letters / E
Sound verbal and written communication skills / E
IT literate including MS Office applications / E
Demonstrative ability to prioritise a varied workload and meet deadlines / E
Can work accurately and has a good attention to detail / E
Flexible and co-operative and works well in a team / E
Enthusiastic and ability to solve problems and challenges / D
E – Essential: Requirements without which the job could not be done.
D – Desirable: Requirements that would enable the candidate to perform the job well.