HR Operations Administrator – £12.40ph plus Hol Pay – Central London

HR Operations Administrator – £12.40ph plus Hol Pay – Central London


HR Operations Administrator – £12.40ph plus Hol Pay – Central London

Start 3rd July 2017 for one month initially


Are you an experienced HR Administrator 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 provide a full HR Administrative service to colleagues. To deliver specific, accurate advice to managers and staff on all aspects of HR policies and procedures




  • Prepare and arrange advertisements of vacancies. Advise line managers on the content of adverts, Job Descriptions and Person Specifications
  • Use the e-recruitment system to post advertisements and liaise with the central HR team to resolve any queries
  • Coordinate all recruitment correspondence, including invitation letters, reference requests and regret letters for unsuccessful interview candidates
  • Provide advice and guidance on best practice recruitment and selection processes. Produce short listing matrices, interview scoring matrices and provide advice on policy to the panel to enable decision-making
  • Coordinate interviews, both in person and via Skype/teleconference
  • Liaise with interview candidates and review eligibility to work in the UK documentation. Liaise with unsuccessful candidates after the interview, as necessary
  • Make job offers to the successful candidate and create personal staff files for new members of staff
  • Arrange the advertising and administration of acting up arrangements in liaison with the recruiting manager, including appropriate approvals
  • Responsible for arranging and administering temporary staff cover in liaison with the recruiting manager
  • Ensure that relevant recruitment and staffing documentation is obtained and retrieved as necessary, archived and disposed of in an appropriate manner


Probation and Appraisal Administration

  • Ensure that line managers are informed and comply when contract renewals, probationary documents and appraisals are due and ensure timely completion
  • Record appraisal dates and training needs


Sickness Absence

  • Produce monthly sickness absence reports for Assistant Directors and compile annual sickness statistics for Senior Managers
  • Oversee Occupational Health referrals, in liaison with the line manager and HR Advisory Services


Leave and flexi administration

  • Responsible for co-ordination of all types of leave requests including work life balance requests, ensuring accurate records are maintained and informing HR where necessary
  • Liaise with staff over queries relating to all types of leave
  • Responsible for managing flexi leave administration
  • Oversee and advise line managers/staff and submit appropriate paperwork to action changes to hours and/or work patterns


Overtime and Acting-Up processing/Payroll liaison

  • To calculate overtime payments/toil, applying the enhanced rates as appropriate. Ensuring payments are processed through the monthly payroll in a timely manner
  • Liaising with the Head of Library Finance and Payroll as needed
  • Respond to queries from staff about their pay and/or overtime and liaise with the Payroll Office as necessary
  • To obtain financial approval for acting ups
  • Ensure that purchase orders and overtime are correctly coded to assist with budget management


Staff Induction

  •  Co-ordinate the induction for new staff and temp staff with the involvement of relevant members of staff. Conduct the welcome induction session, advising line managers on the induction process
  • Maintain accurate induction documentation


Computer Representative

  • Support visitors with access and IT needs
  • Manage access to the shared drive
  • Responsible for maintaining staff email lists


General HR Operations

  • Provide initial information on HR related policies on the above areas to staff and managers, escalating to line manager or Departmental Administrator as necessary and informing HR of any changes to contractual terms and conditions
  • Responsible for ensuring the appropriate HR documentation is completed correctly for all staff from starters to leavers
  • Ensure that all records relating to staffing are accurately maintained, regularly updated and kept in accordance with data protection policies
  • Assist line managers with cost forecasts for projects and extended opening hours etc
  • To support the Departmental Administrator with change management administration
  • Maintain up-to-date and accurate knowledge of terms and conditions of employment and associated HR policies and procedures informed by employment legislation and best practice
  • Provide cover for colleagues (including providing Executive Assistant support to the Library Directorate in the absence of the Executive Assistant to the Director of Library Services, as directed)
  • Raising Purchase Orders as required facilitating training requests




  • Outstanding organisational skills
  • Excellent oral and written communication skills
  • Microsoft IT skills
  • Proven ability to work to meet deadlines
  • Ability to work as a team
  • High levels of accuracy and attention to detail
  • Commitment to excellent customer service
  • Experience of working in a HR function
  • Experience of working within a University
  • Understanding of data protection and confidentiality
  • Experience of using HR systems




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.