Onboarding Assistant/ Administrator

University of Glassgow
May 19, 2024
Offerd Salary:£22,681 - £25,138
Working address:N/A
Contract Type:Open-ended
Working Time:Full time
Working type:N/A
Ref info:N/A
Onboarding Assistant/ Administrator

Job Purpose: To manage and support candidates from the point of selection to formal contract agreement, ensuring a continued excellent experience to maximise the University's ability to secure preferred talent. Following receipt of acceptance, on-board new employees timely and accurately on to the HR System.

Main Duties and Responsibilities:

  • To prepare and issue offers and supporting contracts of employment to new appointments based on information provided from the interview panel, delivering accurate paperwork within agreed timescales.
  • Accurately co-ordinate and issue relevant correspondence within defined timescales; to ensure correct information is disseminated and appropriate actions are taken, and that relevant systems/business processes are updated accordingly.
  • Ensure all relevant information is entered timely and accurately based on data gathered during hiring process. Track the approval process ensuring that key deadlines for new joiners are met
  • Ensure all necessary employment/right to work checks are carried out and paperwork is obtained and stored appropriately and timely.
  • Obtain advice from the Immigration Compliance Officer as necessary and liaise with the new employee to ensure they are fully engaged in the process especially where a visa or sponsorship is required.
  • Maintain regular contact with the Hiring Manager/Local Administrator to liaise regarding joining dates and to ensure that preparations for induction are made.
  • Identify matters requiring senior level input and provide the requisite background information to assist. Where relevant, draft appropriate responses for approval.
  • Maintain accurate electronic personnel files such that information therein is kept in an ordered fashion, conforming to Data Protection Guidelines. Ensure all paperwork is scanned and uploaded into EDMRS to keep files updated.
  • Manage and support the distribution of bulk offers of employment at peak periods throughout the year. Planning ahead to ensure all process' are complete in line with agreed start dates.
  • To work as part of a multi-skilled team, to contribute to the smooth running of the recruitment service in times of team absence.
  • Knowledge, Qualifications, Skills and Experience


    Essential A1 Scottish Credit and qualification Framework level 7 (Advanced Higher/Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. A2 Strong IT knowledge and skills, including Microsoft Office packages, in particular advanced Excel A3 Up to date knowledge of HR legislation and best practice. A4 Working knowledge of employment laws and compliance requirements as they relate to contracts of employment, Right to work and pre employment screening.

    Desirable B1 Knowledge of HR management systems, eg Core HR.


    Essential C1 Well-developed organisational and time management skills and an ability to manage and prioritise a busy workload acting calmly and methodically to ensure that deadlines are met. C2 Excellent written and oral communication skills and an ability to interact positively with others in person, by telephone or in written form using tact, diplomacy, discretion and confidentiality as appropriate C3 Understanding and communicating terms and conditions of employment. C4 Proven analytical, problem solving and client need interpretation skills. C5 Able to work proactively, multi-task and to use initiative as part of an extended team. C6 Flexibility and willingness to adapt to changes. C7 Excellent attention to accuracy and detail. C8 High level of initiative and decision making with regard to resolving issues and determining whether escalation is required or not


    Essential E1 Relevant experience of working in a busy HR Department. E2 Experience of administering contracts of employment and pre-employment screening including the collation and monitoring of all relevant data. E3 Experience in dealing with a wide range of staff and customers at all levels within an organisation.

    Desirable F1 Experience of end to end staff recruitment processes.

    Terms and Conditions Salary will be Grade 4, £22,681 - £25,138 per annum.

    This post is full time (35 hours p/w) and open ended (permanent)

    As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

    As a valued member of our team, you can expect:

    1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared. 2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension, benefits and discount packages. 3 A flexible approach to working. 4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University .

    We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community here.

    We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.

    We are investing in our organisation, and we will invest in you too. Please visit our website https: // www. gla.ac.uk/explore/jobs/ for more information.

    Closing Date: Sunday 19th May 2024

    Vacancy Ref : 143930 Close Date : 19-May-2024 23:45

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