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HR and Administration Assistant

Details


1096722


UCL


05/06/2025


3 Months


Full-time; 36.5 hours per week


Not Applicable

Pay


£18.88


£3.53

Description

Role

Unitemps are recruiting for a HR and Administration Assistant. This role is for a June 5th start date and has a projected end date of August 29th 2025.This is a full time role at 36.5 hours per week. Payment is set at £18.88 per hour + holiday pay. This role will be hybrid working with 3 days per week from UCL campus and the rest from home.

Main purpose of the job

The HR and Administration Assistant is a temporary position for a period of up to 6 weeks, in the first instance, with the possibility of being extended beyond that while we recruit to a permanent position. The role will be based within the Research Department of Primary Care & Population Health (PCPH) and the post-holder will be required on-site a minimum of 3 days a week. On-site days will be split between 2 days a week at the UCL Medical School within the Royal Free Hospital and 1 day a week as 1-19 Torrington Place on the Bloomsbury Campus.  

The postholder will be responsible for assisting with HR and general department administration as well as assisting with estates needs at both sites, as required. They will work closely with the Research Department Manager and Finance and Administration Assistant to ensure that a high quality service is provided to staff and students.  Strong skills in administration and organisation are the most important qualities for this role as well as a keen and willing attitude to help others. The post-holder will also be expected to assist with tasks such as clearing out offices and arranging the removal of IT equipment, furniture and office supplies with our facilities team.The role requires interaction with a wide variety of internal and external stakeholders and thus a professional attitude, willingness to help, and ability to remain tactful and assertive are required.

Duties and responsibilities

  • Monitoring the HR inbox and supporting the Department Manager by alerting to incoming requests, responding to email queries as requested and keeping up to date task trackers.
  • Support the Recruitment and Selection Process, to include requesting sign off on job descriptions, creating shortlisting matrixes and sending shortlisting packs to panel, creating interview schedules, co-ordinating panel diaries for interview dates, booking rooms, creating and printing shortlisting packs, supporting on-site interviews including greeting candidates and setting up interview tasks and completing right to work checks.
  • Support the Finance and Administration Assistant with clearing out office space at both sites, including requesting the removal of old IT and excess furniture, disposing of unwanted items, including via WarpIt and UCL MyCampus.
  • Support the Finance and Administration Assistant with setting up new office spaces and helping staff to move rooms where needed.
  • Reorganisation of shared drive folders, helping to ensure folders are up to date and user friendly.
  • Support the annual appraisal cycle by chasing outstanding appraisals, processing of relevant paperwork, and maintaining and recording appraisal data.
  • Support the monitoring of staff contract funding end dates and probationary completion dates, ensuring managers are aware of, and take, the appropriate actions needed.
  • Support the Finance and Administration Assistant with planning for staff Away Day in September, checking venue and facilitator availability, creating event planner, drafting agenda and other tasks as necessary.
  • Provide administrative support for local estates and facilities operations, including processing ticket requests.
  • Assist with local department meetings activities as required.

General

  • Actively follow and promote UCL policies, including Equal Opportunities.
  • Maintain an awareness and observation of Fire, Health and Safety Regulations.
  • Support the institute's Health and Safety compliance, including undertaking key safety roles such as Fire Evacuation Marshall and monitoring and ordering first aid supplies.

Skills and experience

Essential Criteria

Qualifications, experience and knowledge

  • Educated to a minimum of A-level or equivalent experience
  • Experience of office administration
  • Experience of working as a proactive member of a team
  • Experience of working with competing time demands and juggling varied workloads

Skills and abilities

  • Excellent communication skills (written and oral) and good interpersonal skills and the ability to deal with a variety of people, both in UCL and external agencies
  • Good time management skills and the ability to prioritise and organise own workload
  • An understanding of the confidential nature of the work and the ability to deal with sensitive information in a professional manner
  • Computer literacy and familiarity with the Microsoft suite of software from intermediate to advanced level in Word, Excel, Outlook, diary management and other relevant internet software
  • Accurate word processing and data entry skills
  • Excellent administration skills and a highly proactive approach to providing a comprehensive administrative service
  • Ability to work to deadlines and under pressure, with high attention to detail and the ability to take initiative and be proactive in seeking resolutions to problems
  • Ability to work independently and as part of a team, with a flexible approach to changing priorities

UCL Ways of Working

  • Delivering work to agreed standardsInnovating and sharing with new ways to work efficiently
  • Working methodically, prioritising and managing tasks

Desirable Criteria

  • Experience in HR administration and/or recruitment processes
  • Experience in project management and/or estates management
  • Experience of using HR systems such as MyHR and TalentLink
  • Experience of working within Higher Education and/or research organisations or similar environment

Location
UCL; hybrid working with 3 days per week from the office

Additional information

This job will close for applications at 11.59pm on Tuesday May 20th. Interviews will be held shortly after (May 28th, in person between 9.30am – 1pm at Torrington Place).

*Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required).

*If you have a full-time contract of employment with UCL, you are not able to work through UCL Unitemps at the same time.

Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received so pleased don't delay applying.

Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.

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