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HR Administrator

In this role you will contribute as a flexible and proactive member of the Human Resources team, being a first point of contact to the department and providing general administrative and project support on a wide range of HR issues.

You will carry out all aspects of administration relating to the employment of our staff and therefore a high degree of accuracy and attention to detail is required together with absolute integrity and respect for confidentiality.

Experience in a HR environment is desirable but not essential.  As well as good technical and organisational skills we value creativity, a logical and pragmatic approach and the ability to work professionally and collegiately as part of our friendly team.

Closing date: Wednesday 24 May 2017

Reference number: PER1704 - 3272

Job details

Job details

Band 4 £18,411 - £20,624 a year, with opportunity to progress to £21,843
As soon as possible
Responsible to
Deputy Director of Human Resources
Interview date
To be confirmed

Human Resources

For more information about the department visit the Human Resources website.



The HR team supports the University in achieving its strategic aims through development and delivery of a range of initiatives and projects, working collaboratively across the university.

We manage all aspects of the employment lifecycle including, recruitment, induction, contractual terms and conditions, and staff development and well-being, as well as supporting managers in delivering the University's policies and procedures.

Main duties

Main duties

1. To provide a first point of contact for the Human Resources department, including visitors to the office, telephone enquiries and email correspondence, dealing with enquiries, eliciting and interpreting information where necessary, problem solving where necessary, signposting to sources of information, or referring to relevant people/departments.

2. To provide accurate and timely information and advice to managers and staff on the breadth of administrative procedures relating to staff records, to include personal information, salary figures, increments, promotions, payroll, contracts, pensions administration, references, DBS checks, referring to appropriate policies and procedures and liaising with relevant contacts elsewhere in the university where appropriate.

3. To raise contracts of employment and contract variation letters in accordance with formal requests and authorisation processes. To identify potential procedural issues, investigate where necessary and make recommendations for appropriate action with relevant a Human Resources Advisor.

4. To monitor fixed term contracts, liaising with managers across the university and Human Resources Advisors, advising on administrative procedure and ensuring appropriate timeframes and notice periods are adhered to.

5. To maintain accurate and efficient paper and electronic employee records and filing systems, including timely archiving and disposal of records in line with the university’s data retention policy.

6. To enter personal and contractual data into the university’s employee database in accordance with relevant procedures and legislation.

7. To provide data from the university’s employee database to support internal and external reporting. In addition to scheduled management reports there will be a need to respond to ad hoc requests and provide data for statutory reporting. 

8. To correctly identify appropriate HESA codes for individual staff records and accurately input codes in accordance with relevant HESA procedures.

9. To provide comprehensive administrative support in relation to “new starters” including checking paperwork and personal identification documentation in accordance with current immigration and DBS legislation, issuing staff cards.

10. To produce requests for employment references, monitor and record responses.

11. To produce probation reports, monitor and record responses. Identify potential issues around completion of terms of probation, liaise with managers across the university and Human Resources Advisors and ensure appropriate documentation is received to evidence completion. To produce reminders where necessary, monitor and update records.

12. To check and record sickness absence certificates, highlighting any discrepancies or inaccuracies and, in conjunction with the HR Advisor, follow up queries with employees or line managers as required.

13. To provide support to managers across the university in sourcing suitable temporary staff when required, including keeping records of potential temporary staff and liaising with managers and recruitment agencies. Provide advice on appropriate salary ranges, costings and agency fee structures, purchase order procedures and alternative options, eg temporary contract.

14. To provide general administrative and project support to all areas of the Human Resources Department.

15. To provide support for meetings, including arranging dates, venues, refreshments, agendas, invitations and supporting paperwork, taking minutes and following up agreed action points.

16. To take a proactive approach to streamlining administrative practices and processes, liaising with colleagues, seeking feedback, making suggestions and contributing to developing systems as required.

17. To contribute as a flexible and proactive member of the Personnel administrative team, providing assistance to colleagues during times of heavy workloads, holiday or absence.

18. To contribute to student related activities, for example open days, careers fairs, Worcester Weeks, mock interviews and student interview panels.

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1. Ability to communicate effectively, both orally and in writing, with a range of internal and external contacts, by telephone, email and face to face.

2. Demonstrable ability to maintain a high degree of confidentiality, integrity and professionalism.

3. High level of interpersonal skills with the ability to work with a variety of people and situations in a non-judgemental, patient, diplomatic and sensitive manner.

4. Good organisational and time management skills, with the ability to work to short term and long term deadlines and prioritise tasks effectively.

5. Ability to work to guidelines and procedures, ensuring compliance with relevant legislation, producing documentation and inputting data with a high degree of accuracy and attention to detail.

6. Competence in a range of relevant software, to include databases, MS Office suite, internal and external content management systems, purchasing systems, email and diary management. Ability to interrogate databases, manipulate data and to present in appropriate format.

7. Ability to make a positive contribution to a team environment, showing flexibility and initiative.

8. An understanding of relevant best working practice and legislation, for example data protection, DBS, pensions, freedom of information, diversity and equality, health and safety.

Desirable Criteria

1. Experience of working in a similar HR environment.

Applications from Non EEA Workers:

Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at

Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs

The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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