Type: Temporary (Initially 2 months and may extend)
Job Desperation :
Reports to
HR People Partner (HRFRI)
Context
The HR, Finance & Research and Innovation Programme is a core enabler of UCL’s 2030 strategy. It focuses on listening to colleagues’ experiences, identifying challenges and creating clear, efficient and compliant processes that support a sustainable operating model. The Aligning our Ways of Working project is a key part of this programme. It aims to improve and align the experience of people delivering and using HR, Finance and Research & Innovation operational services across our faculties and departments
Main purpose of the job
The postholder will work independently and use initiative to lead and manage assigned activities across the Programme, whilst working in collaboration with key stakeholders within Departments, Faculties and across UCL. With a good understanding of UCL HR policies, processes and procedures, the postholder will work closely with Faculty HR People Partners, Faculty Change Leads and the Programme team to manage and provide administrative support for confidential and sensitive HR processes such as organisational change. They will create and maintain HR related templates, co-ordinate and schedule meetings, manage any consultation sites, support with queries, note take and prepare and manage documentation to support organisational change and/or project needs.
Duties and responsibilities
HR Administration Support
- Work independently and use initiative to lead and manage assigned activities across the HR, Finance and Research & Innovation Programme
- Work closely with Faculty HR People Partners to manage and provide administrative support for confidential and sensitive HR processes such as organisational change.
- Create HR related templates and standard operating procedures.
- Draft and circulate HR related communication.
- Manage shared inboxes including monitoring and organising incoming emails, providing responses to queries and assigning or signposting where appropriate, in a timely manner.
- Manage and organise meetings as required. This includes coordination of agendas, contacting attendees, booking rooms, researching and writing appropriate summaries/reports, drafting and developing PowerPoint presentations and reports, circulating papers, taking minutes and coordinating follow up actions, and ensuring meeting files are organised and ordered appropriately.
- Undertake research and collate information to prepare reports or PowerPoint slides of a complex nature.
- Build and maintain effective working relationships with key stakeholders and colleagues within Departments, Faculties and across UCL.
- Implement systems for filing of records in relevant folders and spreadsheets. Ensure the highest standard of record keeping, maintaining accurate, complete, and up to date records.
- Ensure confidentiality and integrity of all information in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018 and other relevant legislation and Codes of Practice.
Other
- Support collaboration and flexibility with team members.
- Proactively contribute to the enhancement of business processes, highlighting opportunities for best practice.
- Provide cover for colleagues during periods of absence or assist with peaks in workload in other area as required.
- As duties and responsibilities change, the job description will be reviewed and amended in consultation with the post holder.
- The post holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager.
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