Fixed Term Contract (Ends 6th March 2024), 36.5 hours per week (1.0 FTE)

WMG (Warwick Manufacturing Group) is an academic department at the University of Warwick. We are one of the world’s leading research and education groups – working with industries to help them to improve their competitiveness through innovation and new technologies.

Applications are invited from experienced administrators with an ambition to work in HR and join the growing HR team within WMG.

The overall purpose of this role is to provide an efficient, confident, customer-focused and proactive operational HR service to staff at all levels throughout their employment life cycle at WMG, with a particular emphasis on supporting the recruitment process. It is a busy and varied role, where no two days are the same.

The opportunity will provide exposure to many varied HR issues and bring you into contact with a wide range of people. You will be able to apply your HR knowledge on a daily basis, providing advice and guidance to staff, and also to learn and grow your HR knowledge as you go along. You will have experience of working in a team and experience of working on your own initiative to resolve issues.

We welcome applications from experienced administrators, with an eye for detail and passion for HR. The successful applicant must be flexible and able to deal quickly and appropriately to individual situations as they arise, as well as communicate effectively with a wide range of people in a proactive and customer-focused way.

In line with dealing with the coronavirus pandemic, the role requires the individual to be hybrid working, from home and the office. Which may increase to full time work in the office in line with Government guidance. You will be required to attend daily huddles and catch-ups with the HR Team to ensure effective communication and team dynamic; in order to fulfil your role. Therefore, access to internet and a discretionary environment will be essential for this role.

We are committed to training and developing our staff and there may be opportunities to get involved with project and case work to support the wider HR Team.

We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.

Interview Date: TBC

Job Description

Job Purpose

To support the delivery of WMG’s HR service in line with University HR procedures and regulations and WMG’s strategic goals, to ensure a high quality HR service is provided to all external and internal customers.

Principal Accountabilities

1. To provide efficient and effective administrative support to the WMG HR team. This includes providing support to WMG staff recruitment processes and procedures, preparing all paperwork related to the working lifecycle of all WMG staff, arranging meetings and HR events, helping coordinate HR processes within the department, and researching information as directed by the WMG HR Team Leader and Senior HR Assistant. The post holder will liaise with a wide range of stakeholders within WMG and also the University (for example the HR Shared Services team, the Occupational Health department) when providing this administrative support.

2. To collect, record and monitor HR information, including but not limited to staff absence, starters and leavers, vacancies, probationary and annual reviews, and to produce HR reports for same as required.

3. To provide generalist HR advice and support for first line queries from managers, staff and external stakeholders including members of the public, in a timely and efficient manner. To escalate queries as appropriate.

4. To coordinate the WMG Induction process for new staff members. This includes meeting all new staff members (virtually through MS Teams, whilst working remotely), talking them through guidance surrounding HR Policies and signposting to ensure that they are well equipped to begin their role and ensuring office and IT requirements are in place before Day 1. This also includes maintaining and updating the WMG Induction handbook, and the organising of a monthly group induction.

5. To monitor the WMG Probation process for new non-academic staff members. This includes advising of probation review dates, informing the WMG HR Officer should completion become a concern and recording details of probation with HR Shared Services.

6. To coordinate the WMG Work Experience and Internship programmes. This involves coordinating the logistical arrangements for work experience students and interns to the department, and also liaising with a wide range of internal and external stakeholders to ensure the student and intern experience is legally compliant and as streamlined and safe as possible. This also includes maintaining and updating the WMG Intern Induction handbook.

7. To administer the onboarding and extensions of Consultants, External Lecturers and Project Supervisors ensuring that the appropriate checks are undertaken in a timely and accurate manner, and office and IT requirements are in place.

8. To maintain WMG staff files (both current and former employees) and applicant information, ensuring that confidentiality and data protection requirements are met at all times.

9. To provide cover for team members and other administrative and Reception staff when required.

10. To carry out other duties and specific project work that may be assigned by the HR Team Leader.