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_________________________________________________________________________ Summary Job title HR Administrator Division Medical Sciences Department Psychiatry Location Warneford Hospital Grade and salary Grade 5: £31,459-£36, 616 (discretionary range to £39,749) per annum Hours Full time: Consideration would be given to candidates wishing to work part-time on a pro rata basis (minimum 80% FTE) Contract type PERMANENT Reporting to HR Manager Vacancy reference 176691 Additional information The role A member of an HR team, providing administrative support to more experienced HR colleagues and reporting to the HR Manager. This is a great opportunity to get involved in all aspects of HR in a growing department and would provide excellent experience for someone looking for the next step in an HR career. Flexible working The post is available on a flexible hybrid basis with minimum on-site in the office 3 days a week for a full-time role . Responsibilities Support • • Confidently advise line managers and staff members, using appropriate methods of communication tailored to the audience answering straightforward questions or researching employment law, interpreting procedures to answer more complex questions, or redirecting as appropriate Provide administrative support for the HR team, including note taking at formal casework meetings • • Contribute to project work independently or collectively as required Provide administrative support for PDRs, the Reward and Recognition exercise and family-friendly policies Transactional • • • • • Implement University HR policies and procedures, providing data by running ad hoc reports from appropriate HR databases (e.g. CoreHR and Teamseer) Manage the administration of recruitment exercises which will include; working with managers to understand their staffing requirements, designing effective job advertisements and job descriptions ensuring that they comply with University guidance and best practice, making sure that adequate funding is available, submitting new post for grading, placing advertisements, gathering information for visa applications where necessary, generating letters to applicants, and preparing short listing packs Prepare standard letters of appointment, contracts, and visitor agreements, ensuring that relevant right to work documentation, Occupational Health and ID checks are completed, and HMRC IR 35 rules are applied for consultants Planning and carrying out induction sessions for new staff Completion of all monthly payroll changes adhering to the University’s deadlines, ensuring that the correct funds are utilised Compliance • • • • • Monitor fixed term contract processes, sick leave absence records, annual leave records, end of probationary periods and annual appraisal dates and inform the HR manager/ Departmental Administrator of any action to be taken Accurately maintain all confidential personnel files taking account of the GDPR and Information Security policies Ensure all visa applications and renewals are conducted in accordance with Home Office regulations, making sure all the relevant documentation is up to date and compliant Ensure compliance with payroll procedures awareness of statutory pay, and monitor working hours Attend appropriate training on HR systems and procedures Selection criteria Essential selection criteria • • • • • • • • • • Educated to A level standard with GCSE (grade A-C) level English and Maths, or equivalent Experience of working in an HR team/ HR role Up-to-date knowledge of employment law (including equality, capability, discipline, dismissal, and redundancy) Awareness of data protection and information security guidelines Ability to clearly and accurately communicate HR processes and procedures verbally and in writing Demonstrable ability to prioritise workload and produce accurate, detailed work within deadlines Experience of providing a high level of customer service with accuracy and attention to detail Experience of relevant administrative work including ability to use Microsoft Office and email Ability to work independently and as part of a team Willingness to undertake professional development and training Desirable selection criteria • • Experience of working with an electronic HR system (People XD) Experience of delivering presentations and induction training . HR Administrator 176691 2 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. If you have previously worked for the University we will also verify key information such as your dates of employment and reason for leaving your previous role with the department/unit where you worked. 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. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. 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 Psychiatry The Department of Psychiatry based on the Warneford Hospital site in Oxford has an international reputation for excellence. The Head of Department is Professor Belinda Lennox. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. There are approximately 250 staff including 41 principal investigators leading research groups investigating applying a wide range of approaches from translational neuroscience, experimental medicine, epidemiology, clinical trials and health services research to developmental disorders, mood disorders, cognitive disorders and self-harm and suicide. There are strong links with other departments and institutes both within and outside Oxford: these links ensure that we can apply the best scientific methods to psychiatric and cognitive disorders. The Department has an annual turnover of over £10 million with more than 130 research grants. For more information please visit: http://www.psych.ox.ac.uk The Department of Psychiatry holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. Medical Sciences Division For more information please visit: https://www.medsci.ox.ac.uk/ HR Administrator 176691 3 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. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full time post. If you are offered this post, and accepting it would take you over the equivalent of fulltime hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. 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@psych.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. HR Administrator 176691 4 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-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. 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 of 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 Administrator 176691 5 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, flexible working options, travel discounts including salary sacrifice schemes for bicycles and electric cars and other discounts. Staff can access a huge range of personal and professional development opportunities. See https://hr.admin.ox.ac.uk/staff-benefits Employee Assistance Programme As part of our wellbeing offering staff get free access to Health Assured, a confidential employee assistance programme, available 24/7 for 365 days a year. Find out more https://staff.admin.ox.ac.uk/health-assured-eap University Club and sports facilities Membership of the University Club is free for University staff. It 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 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 dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing costs. See https://childcare.admin.ox.ac.uk/. Supporting disability and health-related issues (inc menopause) We are committed to supporting members of staff with disabilities or long-term health conditions, including those experiencing negative effects of menopause. Information about the University’s Staff Disability Advisor, is at https://edu.admin.ox.ac.uk/disability-support. For information about how we support those going through menopause see https://hr.admin.ox.ac.uk/menopause-guidance Staff networks The University has a number of staff networks including for research staff, BME staff, LGBT+ staff, disabled staff network and those going through menopause. Find out more at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is 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. Research staff The Researcher Hub supports all researchers on fixed-term contracts. They aim to help you settle in comfortably, make connections, grow as a person, extend your research expertise and approach your next career step with confidence. Find out more https://www.ox.ac.uk/research/support-researchers/researcher-hub Oxford’s Research Staff Society is a collective voice for our researchers. They also organise social and professional networking activities for researchers. Find out more https://www.ox.ac.uk/research/supportresearchers/connecting-other-researchers/oxford-research-staff-society HR Administrator 176691 6
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The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox. You will be a member of the HR team, providing administrative support to more experienced HR colleagues and reporting to the HR Manager. This is a great opportunity to get involved in all aspects of HR in a growing department and would provide excellent experience for someone looking for the next step in an HR career. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs The post is full-time however consideration would be given to candidates wishing to work part-time on a pro rata basis (minimum 80% FTE) The post is available on a flexible hybrid basis with minimum on-site in the office 3 days a week for a full-time role **About the Role** You will contribute to all aspects of department HR function, including managing the administration of recruitment exercises; from designing effective job advertisements and job descriptions, checking funding/grading to arranging interviews . You will prepare standard letters of appointment, contracts, and visitor agreements, ensuring that all relevant checks are completed, including right to work documentation. **About You** You will be educated to A level standard with GCSE (grade A-C) level English and Maths, or equivalent and have experience of working in an HR team/HR role. With the ability to clearly and accurately communicate HR processes and procedures, you will be able to prioritise workload and produce accurate, detailed work within deadlines. Experience of working with an electronic HR System (People XD) would be desirable **Diversity** Committed to equality and valuing diversity Our active Psychiatry People and Culture teams and initiatives work to make the Department of Psychiatry as supportive, welcoming and inclusive as possible. **Application Process** You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is Friday 10th January 2025 Interviews will take place on Tuesday 28th January and will be in person in the Department of Psychiatry
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Warneford Main, Warneford Hospital, Warneford Lane
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The University of Oxford is a stimulating work environment, which enjoys an international reputation as a world-class centre of excellence. Our research plays a key role in tackling many global challenges, from reducing our carbon emissions to developing vaccines during a pandemic. The Department of Psychiatry is based on the Warneford Hospital site in Oxford – a friendly, welcoming place of work with an international reputation for excellence. The Department has a substantial research programme, with major funding from Medical Research Council (MRC), Wellcome Trust and National Institute for Health Research (NIHR) and provides highly rated medical training in psychiatry. The Head of Department is Professor Belinda Lennox. You will be a member of the HR team, providing administrative support to more experienced HR colleagues and reporting to the HR Manager. This is a great opportunity to get involved in all aspects of HR in a growing department and would provide excellent experience for someone looking for the next step in an HR career. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days annual leave • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans • Membership to a variety of social and sports clubs The post is full-time however consideration would be given to candidates wishing to work part-time on a pro rata basis (minimum 80% FTE) The post is available on a flexible hybrid basis with minimum on-site in the office 3 days a week for a full-time role About the Role You will contribute to all aspects of department HR function, including managing the administration of recruitment exercises; from designing effective job advertisements and job descriptions, checking funding/grading to arranging interviews . You will prepare standard letters of appointment, contracts, and visitor agreements, ensuring that all relevant checks are completed, including right to work documentation. About You You will be educated to A level standard with GCSE (grade A-C) level English and Maths, or equivalent and have experience of working in an HR team/HR role. With the ability to clearly and accurately communicate HR processes and procedures, you will be able to prioritise workload and produce accurate, detailed work within deadlines. Experience of working with an electronic HR System (People XD) would be desirable Diversity Committed to equality and valuing diversity Our active Psychiatry People and Culture teams and initiatives work to make the Department of Psychiatry as supportive, welcoming and inclusive as possible. Application Process You will be required to upload a covering letter/supporting statement, CV and the details of two referees as part of your online application. The closing date for applications is Friday 10th January 2025 Interviews will take place on Tuesday 28th January and will be in person in the Department of Psychiatry
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Department of Psychiatry, Warneford Hospital, Oxford OX3 7JX
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