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Staffing Administrator

Details


1117236


UCL


21/09/2026


6 Months


36.5


Smart Casual

Pay


£19.14


£3.58

Description

Role

Unitemps are recruiting for a Staffing Administrator within the Chemistry department. The role is to work the date of 21st September 2026 and will run until 22th February 2027 full- time at 36.5 hours per week. Payment is set at £19.14+ holiday pay per hour and the role will be HYBRID based.

The post holder will provide a comprehensive and effective HR and Staffing Service to all members of staff within the department. The post holder will ensure all staff are aware of and adhere to HR policies and procedures as well as offering advice to staff on appropriate staffing procedures in matters relating to recruitment and selection, Certificate of Sponsorship and payments.

In addition, the role requires interaction with many people within and external to UCL thus a professional attitude, willingness to help, and ability to remain tactful and assertive are required in order to adequately execute the duties outlined.

Duties and responsibilities

Operational

  • To liaise with departmental and central HR colleagues to ensure appropriate mechanisms for processes undertaken
  • Co-ordinate the schemes for Visiting Professors, Honorary Fellows and Affiliate Academics
  • Develop and maintain relevant records and contact details for staff members and those on the schemes for Visiting Professors, Honorary Fellows and Affiliate Academics
  • Co-ordinate and negotiate with sometimes difficult individuals and conflicting demands in order to meet deadlines
  • Support visitors with access, IT and library needs by registering them on the Service System
  • Act as Departmental Data Protection Office with responsibility for keeping departmental records required under the Act, in liaison with UCL’s Data Protection Office

Recruitment and Selection

  • Support the preparation and publication of internal and external advertisements, job descriptions and person specifications, and adhere to legal requirements
  • Use UCL’s e-recruitment system to post advertisements and update applicants’ statuses as appropriate
  • Act as a contact for applicant queries via email or telephone
  • Ensuring the recruitment procedures are managed effectively for both shortlisting and interviews, including: providing interview packs for panel members, liaising with candidates and providing support in the arrangement of interviews
  • Ensure all recruitment and selection of staff follows UCL procedures and is in line with all policies and referring matters to the Senior HR Staffing Officer where necessary
  • Undertake pre-employment (Right to work in the UK) checks and process and confirm Right to Work documentation
  • Schedule and support the induction of new staff within the department ensuring liaison with line managers to provide appropriate information and guidance
  • Undertake the administration for the appointment of new staff using HR systems for new contracts and one-off payments

Post Graduate Teaching Assistants and Temporary Staff

  • Work with academic staff across the department to collate necessary information relating to the appointment of new teaching assistants
  • Provide PGTA staff with guidance and support in setting up contracts and ensuring correct payment and contracts are provided
  • Using HR systems to set up PGTA staff and temporary staff as required. Ensuring that appropriate payments are made when work above contracted hours has taken place
  • Support departmental colleagues in recruiting and appointing temporary staff when required for both administration and academic requirements

Visas and Immigration

  • Provide guidance and support to staff, students, honorary appointments and new appointments requiring sponsorship or Tier 5 visas
  • Ensure completion of appropriate sponsorship documentation, following government and UCL requirements to submit appropriate payments and documentation for sponsorship
  • Maintain appropriate records of staff with visa requirements

Payroll Administration

  • Request and process monthly payments of staff, especially those on PGTA or temporary contracts
  • Liaise with payroll when required to ensure amendments and errors are appropriately actioned
  • Administer the local payroll entries and reconciliations

Skills and experience

  • Minimum of 5 GCSEs at Grade C or above (including Mathematics and English Language) or equivalent or having acquired relevant experience in administration
  • Minimum of 2 A levels at Grade C or above or having acquired relevant experience in administration
  • Proven experience of working within a busy office environment
  • 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
  • Demonstrate ability to develop, maintain and review administrative and computerised systems
  • Ability to work to deadlines and under pressure, with high attention to detail
  • Ability to work independently, proactively and as part of a team, with a flexible approach to changing priorities

Location
Hybrid

Additional information

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). This job will close for applications at 11.59pm on Wednesday 15th September . Interviews will be held shortly after.

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.

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

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