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Department of Politics and International Relations (DPIR)
The Department of Politics & International Relations (DPIR) is seeking a well-organised HR professional to join the current team of three. DPIR is a busy teaching and research department, comprising approximately 140 staff. The HR Officer (recruitment) will work closely with the existing HR team, the wider DPIR professional services team and other Divisional and University HR teams to provide a professional and efficient recruitment service to DPIR for academic and research staff. The HR Team consists of HR Manager, Senior HR Officer, HR Officer and this newly created role. The role involves liaising with a wide range of people and includes coordinating all aspects of academic staff recruitment, organising and managing recruitment events, candidate management, administration of HR and recruitment data (using the University’s PeopleXD system), and being a general point of contact for enquiries. The HR Officer (recruitment) will be expected to work closely with the Senior HR Officer and HR Officer and to be able to cover other areas of recruitment at times of annual leave/absence. You may become involved in other aspects of the HR functions work during busy times. You will be expected to have relevant recruitment experience and be willing to further develop your knowledge and experience, particularly related to the recruitment of academic staff, and should demonstrate the ability to deal with confidential matters with tact and sensitivity. You should work with a focus on high-quality customer service, have excellent attention to detail and an ability to work effectively both autonomously and collaboratively as part of a wider team. You should also possess strong IT skills. The position is 29 hours per week (0.80 fte) and fixed term for 12 months in the first instance. The Professional Services Team work in a hybrid model between office and remote working. The Department supports flexible working patterns where possible and the exact working pattern will be discussed with the successful candidate. Please contact the HR Manager if you would like to discuss further - penny.taylor@politics.ox.ac.uk Applications for this vacancy are to be made online. You will be required to upload a CV and supporting statement (detailing how your knowledge and experience fit with the role) and details of two referees as part of your online application. Only applications received before midday (UK time) on Monday 27 November 2023 can be considered. Please quote reference 169209 in all correspondence. Interviews are likely to be held on 07 or 11 December 2023.
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Job Description Job title HR Officer (Recruitment) Division Social Sciences Department Politics and International Relations Location Manor Road, Oxford, OX1 3UQ Grade and salary Grade 5: £28,759 - £33,966 per annum Hours Part-time (0.80 fte / 29 hours per week). Hybrid office/remote working. Contract type Fixed-term for 12 months (in the first instance) Reporting to HR Manager Vacancy reference 169209 Closing date – midday (UK time) on Monday 27 November 2023 Additional information Interviews are likely to be held on 07 or 11 December 2023 The role The Department of Politics & International Relations (DPIR) is seeking a well-organised HR professional to join the professional services team. DPIR is a busy teaching and research department, comprising approximately 140 staff. The HR Officer (recruitment) will work closely with the existing HR team, the wider DPIR professional services team and other Divisional and University HR teams to provide a professional and efficient recruitment service to DPIR for academic and research staff. The HR Team consists of HR Manager, Senior HR Officer, HR Officer and this newly created role. The role involves liaising with a wide range of people and includes coordinating all aspects of academic staff recruitment, organising and managing recruitment events, administration of HR and recruitment data (using the University’s PeopleXD system), and being a general point of contact for enquiries relating to recruitment. The HR Officer (recruitment) will be expected to work closely with the existing HR Officer and to be able to cover other areas of recruitment at times of annual leave/absence. You may become involved in other aspects of the HR function at particularly at busy times. You will be expected to have relevant recruitment experience and be willing to further develop your knowledge and experience, particularly related to the recruitment of academic staff. You will have experience of providing a high-quality customer service, excellent organisational skills, ideally with some event management experience, attention to detail and an ability to work effectively both independently and collaboratively as part of a wider team. Responsibilities/Duties Associate Professor recruitment • Support the Senior HR Officer in coordinating Associate Professor recruitment exercises and events which will include: ➢ Ensuring that job advertisements and job descriptions comply with university guidance and best practice ➢ Placing advertisements in PeopleXD system ➢ Attending longlisting and shortlisting meetings to provide HR advice as required ➢ Preparing and collating JISC survey results to assist the panel in their decision making process ➢ Preparing shortlisting packs in accordance with the panel requirements of format ➢ Managing the recruitment panel e.g. arranging dates for longlisting, shortlisting and selection events using doodle (or other) poll software ➢ Gathering data for the selection panel as required by running reports from PeopleXD ➢ Compiling references for shortlisted candidates ➢ Ensuring requested work examples/papers are received from candidates by the stated deadline ➢ Coordinating room bookings and catering arrangements, liaising with the relevant college, and departmental Executive Assistant and departmental Administrative Officer where necessary ➢ Managing all correspondence with applicants ➢ Coordinating departmental consultations ➢ Booking accommodation for candidates and external panel members where required ➢ Liaison with IT team re requirements for recruitment events ➢ Presence at recruitment events including ensuring appropriate signage, resolving technical problems on the day by liaising with local IT support, meeting candidates, and ensuring catering and refreshments are coordinated ➢ Arranging compensation for students who attend presentations and provide feedback Other recruitment - Researcher, Departmental Lecturer (and Professional Services posts when required to cover HR Officer): • Manage the administration of recruitment exercises which will include: ➢ Working with managers and recruitment panels to ensure that job advertisements and job descriptions comply with University guidance and best practice ➢ Submit posts for assessment/grading HR Officer (recruitment) Oct 23 2 ➢ Placing advertisements in PeopleXD system and other media as required by the panel ➢ Preparing and distributing short listing packs to the panel ➢ Arranging interviews, including setting interview schedules and inviting candidates, administering selection tests where appropriate and meeting candidates on the day ➢ Gathering information for visa applications where necessary ➢ General correspondence and liaison with applicants ➢ Post-recruitment administration General HR tasks in support of the team: ➢ Act as first point of contact for HR recruitment enquiries. Confidently advise line managers and staff members, using appropriate methods of communication tailored to the audience answering straightforward questions, interpreting procedures to answer more complex questions, or redirecting as appropriate. ➢ Prepare standard offer letters and contracts, ensuring that relevant right to work documentation, Occupational Health and ID checks are completed, and HMRC IR 35 rules are applied for consultants. ➢ Submitting posts to the University HR system (PeopleXD) for assessment and grading ➢ Accurately maintain all confidential personnel records using existing systems (e.g., PeopleXD) and creating appropriate local systems as needed, taking into account the GDPR and Information Security policies, including with regards to retention. ➢ Provide general administrative support for the HR team, including note taking and acting as secretary at formal meetings ➢ Contribute to project work independently or collaboratively as required by the HR Manager Compliance: ➢ Keep up to date with University systems and processes relating to HR, attending appropriate briefings and training ➢ Any other duties as deemed appropriate by the HR Manager or the Head of Administration & Finance that are commensurate with the role. Selection criteria Essential • Educated to A level or equivalent • HR administrative experience, including coordinating recruitment • Knowledge of employment law and ability to understand and engage with the academic employment context • Awareness and understanding of the principles of data protection and information security guidelines, and willingness to engage with new regulations as they arise HR Officer (recruitment) Oct 23 3 • Ability to clearly and accurately communicate HR processes and procedures and to communicate effectively with a diverse audience • Excellent organisational skills, accuracy and attention to detail • A demonstrable ability to prioritise workload, and deal effectively with a variety of tasks, producing accurate, detailed work within deadlines • Experience of providing a very high level of customer service • Very good IT literacy: evidence of competence with MS Office, particularly Excel, Word and email and the willingness and ability to learn new IT applications • Ability to work independently and collaboratively as part of a wider team • Willingness to undertake professional development and training Desirable • Experience of working in a higher education environment • Experience of event organisation • Experience of working with an electronic HR system Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. HR Officer (recruitment) Oct 23 4 While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Department of Politics and International Relations Politics and International Relations at Oxford University have a long and distinguished history in the education of leading figures in academia, politics, the media and public life, both in the UK and internationally. Teaching and research in this area were gathered together in 2000 to create a Department of Politics and International Relations. It has since become one of the largest departments in the field in the UK and is considered to be an internationally excellent centre for teaching and research. The department is consistently ranked first in The Times and The Guardian university guides for the subject. The department attracts some of the best academics in the field to work here as permanent faculty, as part of major research projects or as academic visitors. There is a strong postdoctoral group supported by highly competitive research fellowships and working across a broad range of fields. The Department is in the Social Sciences building at Manor Road, along with the Department of Economics, the Centres for Criminology and Socio-Legal Studies, and the integrated Social Science Library. The building provides excellent facilities including a lecture theatre, a large computer laboratory and a range of seminar rooms as well as a cafeteria and common room for use by both staff and students. An experienced Professional Services function supports the department’s research and teaching activities. The department’s core Professional Service is grouped into teams that provide dedicated support for: Courses, Research, Finance, HR, and Communications & Alumni Relations. The administrative teams work closely with each other as well as with staff in other parts of the University, in particular with the Social Sciences division, Personnel Services, and Research Services, as well as with the University’s many colleges. For further information, please visit: https://www.politics.ox.ac.uk Social Sciences Division Oxford is a world-leading centre for research across the disciplines of the social sciences. Characterised by a wide range of methodologies, themes and fields of scholarship, multidisciplinary research and innovative ideas thrive in an environment underpinned by excellence across the disciplines of the social sciences. Our approach to supporting research across the Social Sciences Division has been highly successful in the last ten years, with the volume of research awards continuing to rise and the development of a large number of research centres and groupings. Researchers at Oxford receive significant support and guidance in the development of their research, including career development, research and impact funding, research project design and management, and research outputs from academic and administrative colleagues across the University, division and departments. HR Officer (recruitment) Oct 23 5 More information please visit: www.socsci.ox.ac.uk How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly: vacancies@politics.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. HR Officer (recruitment) Oct 23 6 The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. HR Officer (recruitment) Oct 23 7 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care C The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. HR Officer (recruitment) Oct 23 8
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Department of Politics and International Relations, Manor Road Building, Manor Road, Oxford, OX1 3UQ
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The Department of Politics & International Relations (DPIR) is seeking a well- organised HR professional to join the current team of three. DPIR is a busy teaching and research department, comprising approximately 140 staff. The HR Officer (recruitment) will work closely with the existing HR team, the wider DPIR professional services team and other Divisional and University HR teams to provide a professional and efficient recruitment service to DPIR for academic and research staff. The HR Team consists of HR Manager, Senior HR Officer, HR Officer and this newly created role. The role involves liaising with a wide range of people and includes coordinating all aspects of academic staff recruitment, organising and managing recruitment events, candidate management, administration of HR and recruitment data (using the University’s PeopleXD system), and being a general point of contact for enquiries. The HR Officer (recruitment) will be expected to work closely with the Senior HR Officer and HR Officer and to be able to cover other areas of recruitment at times of annual leave/absence. You may become involved in other aspects of the HR functions work during busy times. You will be expected to have relevant recruitment experience and be willing to further develop your knowledge and experience, particularly related to the recruitment of academic staff, and should demonstrate the ability to deal with confidential matters with tact and sensitivity. You should work with a focus on high-quality customer service, have excellent attention to detail and an ability to work effectively both autonomously and collaboratively as part of a wider team. You should also possess strong IT skills. The position is 29 hours per week (0.80 fte) and fixed term for 12 months in the first instance. The Professional Services Team work in a hybrid model between office and remote working. The Department supports flexible working patterns where possible and the exact working pattern will be discussed with the successful candidate. Please contact the HR Manager if you would like to discuss further - penny.taylor@politics.ox.ac.uk Applications for this vacancy are to be made online. You will be required to upload a CV and supporting statement (detailing how your knowledge and experience fit with the role) and details of two referees as part of your online application. Only applications received before midday (UK time) on Monday 27 November 2023 can be considered. Please quote reference **169209** in all correspondence. Interviews are likely to be held on 07 or 11 December 2023.
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