HR Administrator and PA – £14.47ph plus Hol Pay – Central London

HR Administrator and PA – £14.47ph plus Hol Pay – Central London


HR Administrator and PA – £14.47ph plus Hol Pay – Central London

Start ASAP to September 2017 initially


Are you an experienced HR Administrator and PA with experience of working within a Higher Education Institute? Would a role within one of London’s leading Universities be of interest to you?



  • To support HR administration in the department
  • To provide general administrative support for the Research Groups assigned to this post
  • To provide PA support to the two Heads of Research Groups assigned to this post  



HR Administration

  • Supporting all areas relating to staff recruitment processes. This includes entering vacancy details in to the recruitment system, fielding queries from applicants, and organising interview schedules and arrangements
  • Checking right-to-work documents and applying for Certificates of Sponsorship
  • Responding to HR-related questions and queries from staff and providing accurate information, advice and guidance, or referring queries on
  • Administering applications for honorary staff appointments and academic visitors
  • Processing and requesting one-off payments to casual staff
  • Processing new contract requests, leaver notifications, and changes to appointment requests
  • Ensuring that all staff with line management responsibilities are aware of key deadlines and processes such as probationary review and appraisal
  • Establishing and maintaining electronic filing and office systems
  • Assisting with the induction of new staff
  • Preparing reference letters for staff when required, e.g. letters in support of visa applications requiring confirmation of past travel or funding


Research Group Administration

  • Organising Research Group meetings – This includes booking rooms and liaising with attendees, preparing agendas, documentation and taking minutes where appropriate
  • Organising events – This includes scheduling, booking rooms and catering (incl. raising purchase order numbers), sending out invitations, posting website information, and organising publicity
  • Various ad hoc administrative tasks relating to the Research Groups’ activities, including collating documents, running and analysing financial reports, proof-reading documents, and creating newsletters, flyers or other documents about the Groups’ work
  • Providing a first point of contact in the Research Groups for staff, students, visitors and external agencies
  • Liaising with the relevant departmental leads and HR and Finance Divisions, and Registry and Academic Services, over matters concerning staff and students in the Research Groups
  • Website and publicity work – This includes maintaining the Groups’ websites, including posting reports, announcements and vacancy details onto the website on a regular basis
  • Publicising events (by email, on the website, via social media, as appropriate.)
  • Organising visits and accompanying visitors who wish to see the Research Groups’ facilities


PA support to the Head of Group

  • Arranging travel and accommodation where appropriate, compiling itineraries, and preparing papers in advance of meetings. Processing expenses claims
  • Managing diaries, using judgment when balancing complex and competing commitments and priorities
  • Liaising with internal and external contacts to co-ordinate meetings
  • Responding to email and telephone enquiries and screening post/email where necessary (including matters of a confidential nature), and preparing letters, emails and other correspondence.



Information technology skills

  • Experienced and confident in using Microsoft Office applications and electronic finance and data management systems
  • Experience of using web publishing software to produce documents for the web (training on local systems will be provided)
  • Willing and able to learn and use new software and systems quickly and effectively


Effective working practices

  • Strong organisational and project management skills including effective planning, concise reporting, logistics and coordination
  • Proven ability to work effectively under pressure, manage your own workload within a range of competing deadlines and prioritise tasks effectively
  • Able to work happily and successfully as part of a team, sharing information and ideas, liaising closely with colleagues in the department as well as partner departments and institutions elsewhere
  • Able to work independently using good judgement and initiative


Personal attributes and skills

  • Good communication skills and proven ability to develop effective working relationships with colleagues, business contacts, research partners and others
  • Very good written skills, with demonstrable experience of writing (including correspondence, procedural guidance, and website content). This includes the ability to synthesise and present complex information clearly, accurately and succinctly
  • Good numeracy skills and an aptitude for finance work
  • Self-starter who has a proactive and ‘can-do’ attitude to work
  • High degree of accuracy in your work and the ability to pay close attention to detail
  • Good understanding of the importance of data protection and confidentiality, and the ability to deal with staffing issues with sensitivity and tact


Work Experience

  • You must have experience of relevant office work
  • Ideally, you will have relevant experience in the FE or HE sector (desirable)




Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.