HR Administrator

Cardiff University


College of Biomedical and Life Science

Administrative Support


HR Administrator
College of Biomedical and Life Sciences

We are currently seeking to appoint an HR Administrator, who is organised and self-motivated with an interest in employment related matters and HR to join our team and make a positive contribution towards working life at the University.  

As an HR Administrator you will provide support for a range of activities including recruitment and selection, contract renewals/changes, staff training, absences and more.  Working as part of a team you will be supported and trained in all aspects of the University’s HR processes and procedures.

You will use initiative to take decisions, ensuring that both routine and ad hoc work activities are completed in a professional way.  If you have strong administrative and communication skills and are seeking to build a career in the HR profession, we would be keen to hear from you.

Cardiff University offers many excellent benefits, including 40 days annual leave (including bank holidays), local pension scheme, a cycle to work scheme and other travel initiatives, annual increments within the pay scale, and more.  It is an exciting and vibrant place to work, with many different challenges and is a proud Living Wage supporter.

The majority of roles at Cardiff University are currently operating under “blended working” arrangements, with staff having the flexibility to work partly from home and partly from the University campus depending on specific business requirements.  For this position, we currently envisage that you would be required to work on the Heath Park campus 1 day per week, with occasional additional on site presence for ad hoc events (meetings and training for example).  

For informal enquiries please contact Ridley Davies, HR Advisor ([email protected]

The post is full time (35 hours per week), open-ended and is available immediately.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Salary: £24,715 – £28,929 per annum (Grade 4)

Date advert posted: Wednesday, 24 May 2023

Closing date: Wednesday, 7 June 2023

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  

Job Description

Key Responsibilities
•    Working closely with the HR Advisor to ensure the School’s activities are compliant with University HR policies and procedures
•    Leading the administration of a variety of HR activities across the School, including: recruitment and selection processes, sickness absence (including monitoring Bradford Factor scores), annual leave, contract changes and renewals, ensuring University procedures are followed and consistency is applied to all cases
•    Setting up and/or maintaining records both physically and within the University HR software, Core; ensuring data and reporting lines are kept up to date
•    To be responsible for independently maintaining, updating and interrogating information systems to include producing standard reports through Excel and Business Objects suggesting appropriate remedial actions, where appropriate
•    Ensuring any changes to employment are efficiently processed, such as resignations, retirements, and changes to working hours/patterns to meet published service level agreements and avoid financial penalties
•    Liaising with the salaries and finance departments to resolve staff pay and pension queries, as required
•    To monitor the induction, probation and annual PDR processes and to act as the liaison between the School and Central HR services in relation to these as required
•    Act as the first point of contact for all HR transactional queries within the School, providing detailed advice and guidance on HR processes and procedures, using judgment and creativity to suggest the most appropriate course of action, contributing to the resolution of more challenging issues
•    To prioritise own workload and monitor the activities of all relevant HR initiatives and individual staff issues ensuring they are completed accurately and in line with deadlines
•    To support other HR processes and projects as required, such as contract reviews, staff surveys, statistical returns, referrals to Occupational Health
•    Collaborate with others in order to make recommendations for developments of established processes and procedures
•    Overseeing the management of fixed term contracts within the Schools. Advising line managers of the requirements placed upon them and offering guidance in relation to conducting review meetings and completion of necessary documentation

General Duties
•    Ensuring that confidentiality is maintained when undertaking duties
•    Ensuring compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial and other University policies, procedures and codes
•    Performing other duties which are not exhausted above, but which will be consistent with the role
•    Taking reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, EC directives and the University’s Safety, cooperate with the University on any legal duties placed on it as the employer
•    Demonstrating a genuine commitment to provide an excellent customer service whether to colleagues, students or external stakeholders.

Person Specification

Essential Criteria

1.    NVQ 3 / A level or equivalent level of qualification / work related experience

Knowledge, Skills and Experience
2.    Substantial experience of working in an administrative role
3.    Specialist knowledge of HR administrative systems and processes
4.    Ability to set up standard office systems and procedures and proactively make improvements as appropriate

Customer Service, Communication and Team Working
5.    Evidence of ability to communicate specialist and complex information which needs careful explanation or interpretation orally and in writing to a range of customers with varying levels of understanding
6.    Proven ability to advise and influence key stakeholders
7.    Evidence excellent customer service including the ability to explore customers’ needs and adapt services accordingly to ensure a quality service is delivered.

Planning, Analysis and Problem Solving
8.    Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work.
9.    Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available, or identifying an escalation route when appropriate
10.    Evidence of ability to analyse processes and procedures, and advise on improvements

Desirable Criteria
1.    Degree or an equivalent qualification or equivalent work related experience
2.    Experience of working in a Higher Education environment
3.    Fluency in Welsh, written and oral.

Additional Information

How we will support you in performing in this role –

There are some things that you must have before you can start this role (see ‘Essential Criteria’), but other things can be developed either through training, or just by general on-the-job experience.  We want to support and develop you once you have started in the role using a combination of the following to get the best out of you:

    1. Regular one-to-ones with your manager
2. An experienced and supportive team around you
3. Supporting you through job-relevant training and development that you may require
4. A mentoring scheme

IMPORTANT: Evidencing Criteria

It is Cardiff University’s policy to use the person specification as a key tool for shortlisting. Therefore, candidates must evidence they meet ALL the essential criteria and, where relevant, the desirable.
As part of the application process, you are asked to provide this evidence via a supporting statement. Please ensure that the evidence you are providing corresponds with the numbered criteria outlined in the person specification. Your application will be considered based on the information you provide for each criterion.

When attaching the supporting statement to your application profile, please ensure you name it with the vacancy reference number: 16503BR

Your application will be at risk of not being progressed if you do not evidence you have met all essential criteria. The school welcomes the submission of CVs to accompany evidence of the job-based criteria.

Job Category

Admin / Clerical, Business / Strategic Management, Human Resources

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