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People Services Administrator

Requisition ID:  5292

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
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 - £28,331.00 

Closing Date: 20 October 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.


You will be co-located in a designated location but may be required to work flexibly across multiple locations as determined by the SAgE People Services Team Leader, People Services Advisers or Business Partner.


For informal enquiries please contact Jan Hallibuton on jan.halliburton@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 and liaising with Princlipple Investigators (PIs) and appropriate People Services colleagues to ensure there are sufficient funds in place to recruit.
  • 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 managed in good time and in line with University policy and practice
  • Responsible for ensuring agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) are met and exceeded.
  • Volunteering possible improvements to service delivery.
  • 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. 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 Leader and People Services Advisers 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
  • To coordinate the PDR cycle for the academic unit in accordance with agreed process, advising operations assistants on the timetable and information required for PDR.
  • To take responsibility for inputting PDR completion data into core systems to inform monitoring reports.
  • To administer the probation of new appointments in accordance with agreed policies and procedures.
  • To support operations colleagues with the induction of new hires.
  • 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) or from the Team Leader, People Services Advisers or Business Partner.
  • Promote equality, diversity, inclusion and respect in all that we do, ensuring that services and systems provided are fair and accessible
  • 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 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 commonsense 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: 5292