People & OD Administrative Assistant

Job Purpose To provide administrative support to a busy People & OD Shared Services team and be the first point of contact for all enquiries using our electronic helpdesk functionality including contractual changes for members of staff. Main Duties and Responsibilities 1. To liaise with members of staff at all levels to provide advice on matters relating to the University’s People & OD policies and terms and conditions of employment. To identify matters requiring senior level input and provide the requisite background and relevant information to assist. 2. Provide administrative support to ongoing projects allocated to College People & OD including P&DR, Reward and Recognition and Promotion. Assume responsibility for collating and analysing data, arranging committee meetings, venues, catering and distributing papers, as required. 3. To work with the People & OD Assistant to ensure that all documentation in relation to the management of staff on fixed term/open ended contracts with funding review dates are issued in adherence with University policies and procedures and the legislative guidelines. 4. To update, retrieve and manipulate information from People XD to ensure that senior People & OD colleagues have accurate and up to date Management Information for meetings with Directors of Institute, Heads of School, and Administrators. 5. To produce monthly reports from the HR/Payroll (People XD) and work with the People & OD Assistants to ensure that all relevant correspondence is issued, and People XD is updated accordingly. 6. Support the People & OD Assistant in the management and amendment of contractual changes using People XD e.g., extensions, terminations, funding changes. Ensure that relevant correspondence is issued and uploaded to the Universities Electronic Documents and Record Management System (SharePoint). 7. To provide administrative support for meetings including organising venues, hospitality, distribution of papers and note taking, as required. 8. Use of Agresso system to raise purchase orders and assist senior People & OD colleagues in monitoring the College budget. Responsible for monitoring and ordering stationery within the team, booking external courses and travel arrangements. 9. Develop and implement systems to standardise and improve office procedures. 10. To ensure that all People & OD documentation for the team is scanned, uploaded to personal files and stored on SharePoint. 11. To complete all reference and mortgage requests received in adherence with People & OD timescales and in line with Data Protection requirements. 12. To support the development and maintenance of the College People & OD website using T4. 13. Any other duties as designated in support of the People & OD team. Knowledge/Qualifications, Skills, Experience Knowledge/Qualifications Essential: A1 SVQ Level 3, Standard Grades including English & Maths (GCSEs), City & Guilds or equivalent. Skills Essential: C1 Detailed knowledge of Microsoft packages (e.g., Word including mail merge, Excel, including pivot tables, PowerPoint, Outlook). C2 Good written, verbal communication and people skills [tact, diplomacy, discretion, assertiveness, and ability to handle difficult customers etc.] C3 Ability to manage own time effectively, prioritise a busy workload and work around senior colleague’s requirements while still undertaking own work. C4 High level of initiative and decision making to resolve issues and determine when to involve appropriate People & OD colleagues. C5 Accuracy and attention to detail. C6 Numeracy and the ability to understand financial budgets and report. Desirable: D1 Up to date knowledge of university policies and procedures, legislation, departmental best practice, departmental custom and practice, terms and conditions of employment and service standards. D2 Completed or working towards a qualification in HR (e.g., Certificate in Personnel Practice). Experience Essential: E1 Experience of inputting into an electronic HR/Payroll system. E2 Experience of meeting minute taking. E3 Experience working in a busy office environment or similar. Terms and Conditions Salary will be Grade 4, £22,681 - £25,138 per annum. This post is full time (35 hours p/w) and open ended. As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity. As a valued member of our team, you can expect: 1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared. 2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages. 3 A flexible approach to working. 4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/. We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/. We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University. We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.