Apprentice HR Assistant - Worcester College, University of Oxford

The HR Department at Worcester College provides HR services for academic and professional staff matters whilst ensuring a consistent and efficient approach to people management across the College, supporting line managers and staff with generalist HR advice. The Department contributes to, and supports the delivery of the College’s core activities and key strategic ambitions through HR activity throughout the employee life cycle.

The HR Department includes a HR Director, HR Operations Manager, HR Assistant and HR Apprentice.

Job Purpose and Responsibilities:

To provide support on a range of HR and administrative activities, helping to ensure the smooth running of HR operations across the College, working alongside the HR Assistant and reporting into the HR Operations Manager.

To undertake the CIPD Level 3 Foundation Certificate in People Practice and Level 3 HR Support Apprenticeship. Attendance at this training and successful completion of the apprenticeship is an essential requirement of this post.

Key responsibilities:

• Work alongside the HR Assistant to provide the first point of contact for enquiries from employees and line managers by phone, email, Helpdesk tickets and face-to-face, answering questions on the administration of HR processes including recruitment, or redirecting queries as appropriate.
• Support with the accurate recording of employee data in the HR Information System, taking account of GDPR requirements and confidentiality. Support the HR Operations Manager with the development of the HRIS and related projects regarding employee records.
• Recruitment administration including advertising, job description, shortlisting and interview preparation, and updating the website, where required.
• Support with the preparation of contracts (including casual engagements and volunteer agreements), and conducting new starter checks, including supporting with the administration of employee benefits.
• Support with administration of in-house training plans and course bookings, including booking rooms, refreshments and parking, and liaising with the Lodge to meet visitors.
• Support with off-boarding processes including preparing acknowledgement letters and notifications to relevant departments.
• Support with the administration of contract variations, approvals, correspondence and so on.
• Provide general administrative support to the HR team, as required.
• Respond to emails and Helpdesk calls within a timely, professional and accurate manner.

This list is not exhaustive. The post holder will also be expected to carry out such duties as befits the grade and responsibilities of the role.