Human Resources Administrator

Job description
Human Resources Administrator

Application Deadline: 7 August 2025

Department: Human Resources

Employment Type: Permanent - Full Time

Location: Brasenose College

Reporting To: Human Resources Manager

Compensation: £31,459 / year

Description
This HR Administrator is a key role in the HR team, providing efficient support to line managers, staff and applicants and ensuring a warm and professional point of contact. Specialists in this field, they are able to offer advice and guidance to managers, at all stages in the employee lifecycle, but in particular to support the recruitment process, including completing right to work checks, and welcoming new joiners. The HR team works closely together, and the HR Administrator is fully involved in preparation of contracts for both academic and domestic staff, and the maintenance of staff records. The role includes arranging training and development for staff and involvement in arranging wellbeing initiatives and engagement projects. There is daily contact with applicants and staff, and close daily liaison Payroll with other departmental contacts. The role requires a flexible approach with the ability to plan their own work across many different workstreams, and to respond to challenging and stimulating work environment and often conflicting deadlines. An organised approach and a keen attention to detail is essential.

Please note, applications will only be considered if all required fields are completed, including the Cover Letter, Education and Employment History, and References.

The closing date for applications is noon on Thursday 7th August 2025. Should the role be filled before the closing date, we reserve the right to close the vacancy. Early application is encouraged.

Duties and Responsibilities
Advice and Guidance:
• To be the first point of contact for visitors to HR, whether online or in person, responding courteously and efficiently and to assist or redirect as required, ensuring a helpful and supportive approach. This includes overseeing the hr@bnc.ox.ac.uk shared inbox and responding or forwarding in a timely manner as needed.
• To support employees by providing information and assistance throughout the employment lifecycle. To be aware of Brasenose College policies and underlying legal framework to be able to provide advice, using own initiative and considered judgement, referring to senior staff as appropriate.

Administration:
• To maintain all employee HR records using Cintra (HR and payroll system), electronic files, NetSuite and other databases eg for training records.
• To produce reports as required, including metrics for sickness absence and diversity reports. To ensure all information is stored, used etc in compliance with GDPR protocols.
• To support the monthly payroll process, ensuring accurate and timely information sharing, liaising closely with Payroll especially over casual workers.
• To work with managers, HR team and Payroll to ensure that all sickness records are updated and maintained, and that absence is monitored, ensuring compliance with GDPR and employee confidentiality.
• To support the administration of the probation and performance review (appraisal) process, monitoring returns and prompting as necessary.
• To search for new suitable training providers and to maintain the administration of training and development records.
• To support the HR team’s activities e.g. booking leaving parties, arranging flowers and organising other events/celebrations.
• As the person mostly running all these HR administrative processes, use judgement and experience to make suggestions for improvements.

Recruitment and Onboarding:
• To assist the HR team with recruitment including placement of adverts on Pinpoint and the relevant external sites, creation of interview packs and support with all aspects of interview arrangements including developing shortlisting grids or scorecards, greeting candidates and monitoring tests as necessary. To work alongside managers to interview candidates from time to time.
• To ensure evidence of the right to work documentation is obtained and recorded for all employees in line with Home Office regulations and to monitor and follow up on necessary repeat checks. Annual training /refreshers provided by the University Staff Immigration Team must be attended, and their advice followed in all cases. The role includes updating and careful monitoring of visa information on spreadsheets, flagging end dates and renewals to ensure compliance.
• To prepare permanent and casual contracts (with enclosures) for new staff and workers (students, academic and non- academic), and ensure the completion and receipt of all necessary paperwork and return for HR records. To follow up on all elements of the New Starter Checklist, such as ensuring any required security checks are completed.
• To work with the HR team to ensure all induction arrangements are in place in good time for the arrival of new staff, including preparation of induction packs, and setting reminders for probation reviews and end of fixed- term contracts. Close liaison with other departments is required to keep everyone updated and to ensure good communication and a smooth process.
• To support the HR team in the preparation of HR correspondence in relation to in variations in employment, and for all leavers (resignations and terminations). To assist and collaborate on restructures and changes to employees’ contractual terms and conditions.
• To set up HR related meetings and committees, assisting with the preparation and distribution of papers and to take minutes at meetings, for example at investigation meetings as required and at the termly Staff Consultative Committee.
• To support the HR team to maintain the HR page of the intranet and HR SharePoint site.
• To assist the HR team in the development of new systems and projects as required, such as staff survey or the arrangements of benefits for staff e.g. setting up flu jabs and massage days.

General Duties
• The post holder will be required to be familiar with, and work in accordance with, all College’s policies and procedures.
• The post holder must be aware of and keep up to date with developments in employment legislation and HR best practice, working collaboratively within the team to ensure continuous development and improvement in the service offered.
• To participate in training and development required by the College.
• To be willing and prepared to undertake any other duties as directed by the HR team. The job description may be subject to review in consultation with the postholder.
• To be vigilant and take responsibility for ensuring the HR department and College property and equipment is kept safe.
• To ensure strict confidentiality over information about staff and to ensure that all personal data is kept confidential in accordance with College policies and with relevant data protection regulations.

Person Specification and Criteria
Essential
• Previous experience of working in an HR team/role.
• Ability to establish and maintain excellent working relationships with wide range of contacts within College and externally, adapting approach to different working styles as needed.
• Experience of providing a high level of customer service with ability to establish rapport and demonstrate excellent interpersonal skills and communication skills.
• Ability to communicate clearly and accurately, both verbally and in writing, with ability to influence effectively at all levels, and to persuade and guide managers when making decisions.
• Demonstrable ability to organise and prioritise workload and produce accurate, detailed work within deadlines.
• Good IT skills: Previous experience of relevant administrative work including ability to use Microsoft Office (including Word, Excel and Outlook, Powerpoint email, with Mail merge, Survey Monkey and other relevant packages). Open and willing to learning new systems.
• An understanding of the confidential nature of the role in HR and the sensitive approach required, with clear understanding of GDPR requirements.
• Ability to work independently and as part of a small team.
• Willingness to undertake professional training and development.

Desirable
• Working towards or obtained CIPD qualification.
• Up to date knowledge of employment law including equality, capability, discipline, dismissal.

Terms and Conditions

Appointment
This appointment is offered as a full time, permanent contract. There is an initial probationary period of six months. The appointment will be conditional on verification of the successful candidate’s ‘Right to Work’ checks and subject to the receipt of satisfactory references and medical clearance through the University’s Occupational Health Services.

Salary
To be paid on the College Grade 5 scale, Spine Point 21 which is currently £31,459 per annum. Advancement up the scale is on merit.

Hours of work
Full time 35 hours each week. Standard hours are from 9am until 5pm, with an unpaid hour taken for lunch, Monday to Friday. A willingness and ability to adopt a flexible approach to working hours and duties is necessary.

Application close date
The closing date for applications is noon on Thursday 7th August 2025, where all applications will then be reviewed and shortlisted candidates invited for interview. Should the role be filled before the closing date, we reserve the right to close the vacancy. Early application is encouraged.

Other Information
No smoking is allowed on any of the College sites.

Benefits
• Pension - Eligibility to the Oxford Staff Pension Scheme (OSPS). The successful candidate will be entered into this scheme automatically on joining, but on-going membership of the scheme is optional.
• Salary Exchange Scheme - If you join the Oxford University Staff Pension Scheme you will also be enrolled into the Salary Exchange Pension Contributions Scheme on or around three months after joining Brasenose staff. This scheme is financially advantageous both to the employee and the College as the employer.
• Annual leave - The holiday year begins on 1 January and ends 31 December. The paid holiday entitlement for a full-time contract is six working weeks (30 days) annual leave (5 days to be taken over Christmas break) plus statutory Bank Holidays. The remainder to be taken at such times and shall be mutually convenient, and agreed in advance. Bank Holidays which fall within the full terms of the University of Oxford are normally worked, for which compensatory time off in lieu will be given. The holiday year runs from 1 January to 31 December.
• Meals - Employees are entitled to take lunch free of charge, when the kitchen is open.
• Welfare Support - Employee Assistance Programme – a free confidential telephone helpline and online medical guidance. Free annual flu jab.
• Travel Pass Loan - a discounted travel scheme is available with monthly deductions from salary.
• Cycle to Work Scheme/Bike Loan - monthly deductions from salary.
• Sports Facilities - Access to the University Sports club.
• University Card - for discounts in shops, cafes and restaurants and University Leisure facilities. Read more