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People Services Administrator

Requisition ID:  1641

Newcastle, GB

Contract Type:  Open Ended
Posted Date: 


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: £21,814.00 - £23,067.00 

Closing Date: 29 January 2020




The Role


The University’s Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole.  


The purpose of this new role is to support the Team Leader to deliver the University’s People Strategy by working in a team of Administrators to provide first-line advice and information on the application of People Services (HR) processes and procedures. 


We are looking for someone who has a positive, forward thinking, can-do attitude, is a strong team player with excellent organisational and communication skills.  Ability to respond to problems, work calmly under pressure in a busy environment and to be able to continually improve the service provided by the team, will be vital to this role. 


You will be co-located in a designated location but may be required to work flexibly across multiple locations as determined by the FMS Team Leader and Team Manager.


This post is full time and open ended. 


For an informal discussion please contact Joanne  Emery, FMS People Services Team Leader on 0191 208 87770 or alternatively e-mail Joanne.Emery@ncl.ac.uk  


Key Accountabilities

•    First point of contact for advice in administering People Services policies, procedures and processes with a commitment to first time resolution of queries
•    Supporting all Recruiting Managers throughout the recruitment process to provide advice to facilitate appointments, in accordance with agreed University procedures and protocols for all academic, research, professional services and visiting/guest colleagues.
     Using SAP, the MyProjects Proposals system and liaising with PIs and appropriate PS colleagues to ensure there are sufficient funds in place to recruit to grants.  Ensuring all documentation is complete in a timely manner, liaising with central

     People Services      
     on VISA requirements
•    Initiate and administer the contract renewal and dismissal process, advising managers on the stages to complete, to ensure contract renewals and dismissals are processed and managing in good time and in line with University policy and practice
•    Arranging Research Passports and to administer Honorary, Associate, Guest and Visiting status applications, ensuring that the correct documentation is completed and forwarded to the appropriate body and follow up to verify award of status.  Tracking       
     Honorary and Guest appointments for renewals
•    Responsible for ensuring the agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) are met and exceeded.  Volunteering possible improvements to service delivery whilst recognising when to refer more complex problems to

     the Team Leader.
•    Providing local support to other People Services processes including but not limited to: academic promotions, pay review, absence management, job planning
•    Assisting with the management of people leaving the University, e.g. academic leavers form
•    Generating routine regular reports from core University systems to ensure Managers are provided with good quality and timely data to inform decision making
•    Supporting the Team Manager and Team Leader with the development, updating and successful implementation of Standard Operating Procedures for People Services processes and the development and operation of quality controls,

     particularly in the area of
     People Services data records
•    Contribute to the effective and efficient running of the People Services provision by contributing to a collaborative team approach, providing assistance to colleagues as appropriate
•    Promote equality, diversity, inclusion and respect in all that we do, ensuring that services and systems provided are fair and accessible
•    Take responsibility for dealing with more complex operational People Services process queries, where advice is sought from specialists in the central People Services Team (e.g. immigration)
•    Working collaboratively with other Professional Services colleagues within a designated area and taking on any other duties within the scope and general nature of the grade, which may be required



The Person (Essential)


Knowledge, Skills and Experience


•    The ability to demonstrate a thorough knowledge and understanding of the University’s policies, procedures, regulations and legislation in relation to People Services
•    Excellent organisational, interpersonal and communication skills, including the ability to handle a variety of complex and/or sensitive queries and issues
•    Excellent IT skills with proficiency in the use of Microsoft Office Suite products and aptitude for development in and use of core software and data systems (SAP, SAP Success Factors Recruitment System)
•    Strong attention to detail with a commitment to data accuracy and integrity  
•    Promoting a 'right first time' and no 'wrong door' ethos
•    Ability to work on own initiative and organise workload in response to changing demands and priorities
•    Experience of managing confidential and/or sensitive information with tact and discretion and a working knowledge of GDPR requirements
•    Experience in a customer orientated environment to deliver excellent customer service at all times
•    Demonstrable commitment to continuous process improvement


Attributes and Behaviours


•    Adapts to take into account cultural differences, behaviours and perspectives
•    Has a positive attitude towards continuous process improvement constantly looking for new ways to drive improvements
•    People orientated, is approachable and willing to help others and share workloads
•    Sees other areas and people as ‘internal’ customers and take pride to follow through on enquiries and requests
•    Understands the University values and guiding principles
•    Keeps an open mind and using initiative to alternative ways of doing things making common sense judgements
•    Works in partnership with others and has exceptional interpersonal and collaboration skills
•    Demonstrates resilience to the demands of the role and pace of change 
•    Promotes a culture of mutual respect
•    Able to work in a matrix organisational model




•    Educated to NVQ Level 3 (or equivalent) in relevant discipline and GCSE Grades A-C (or equivalent) in English and Maths, plus work experience in a relevant role; or substantial work experience in a similar role
•    Willingness to work towards Level 3 Certificate in Human Resource Practice/Diploma in Human Resource Practice (CIPD)


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Requisition ID: 1641