Senior Assistant, Recruitment
HR & OD
Grade 3: - £17,682 - £19,133 per annum
Fixed Term - Full Time
Contract Duration: Until 31 October 2020
Contracted Hours per Week: 35
Closing Date: 09-Dec-2020, 7:59:00 AM
The Department and role purpose
People are the most important asset of Durham University and our HR Department is pivotal in ensuring that we attract, recruit, develop, reward and retain the very best talent from across the world into our University community. Building on our bold and ambitious University Strategy, a key role of HR is to secure the University’s strategic aim, ‘to be a world leading employer’ by ensuring that our staff can reach their full potential. The HR Department plays a lead role in creating a working environment for our staff (and potential staff) which is supportive, stimulating and informative which provides for creative and innovative employment practices and opportunities. Our aim is to make sure that Durham University is a great place to work.
The University HR Recruitment Team provides support for all staff recruitment within the University and the recruitment of world leading colleagues is a strategic priority. We are about to embark on our largest Academic Recruitment Campaign to date and require someone to assist and support the HR Administrators by completing volume tasks such as referencing requests and creating and populating personnel files for new starters. This role will also monitor and respond to general recruitment queries that come into the shared mailbox, passing on more complex queries to other members of the team. The Senior Assistant will also support the team with general recruitment activities such as scheduling candidates for interview and using the recruitment system Taleo.
- Provide a highly responsive and/or frontline service to stakeholders.
- Assist team members within a wider service team with a rotation of tasks and duties or with own small area of day to day responsibility.
- Respond to service users logging and recording queries and information systematically in accordance with procedures.
- Operate a system to record, dispense and distribute resources and information as required.
- Assist team members to concentrate effort on a more regular basis to achieve common goals.
- Apply skills and techniques to operate and use a range of everyday task or job specific equipment, tools and resources.
- Follow a set of pre-determined tasks and objectives, with some discretion for variation, referring to team members where necessary.
- Gather and collate data and information for others to use for evaluation and decision making.
- Contribute to the tidying, set-up and maintenance of facilities, equipment and resources.
- Liaise with representatives from other teams/service areas where necessary.
- Collaborate with team members to identify work flows, timescales and where support is required.
- Carry out tasks on dedicated systems to to process, record and store data and information for a large part of the role according to procedures. This includes applicant information and job request information.
- Collate data and information for new starters into personnel folders or team members, ready for payroll processing
- Update and maintain information lists for different purposes within the role.
- Carry out reference requests for candidates and assist team members to collate and prepare resources for distribution.
- Archive information and documentation in accordance with security and statutory requirements eg GDPR
- Carry out first-level process checks and actions to ensure payments, resources and information is handled safely and securely.
- Provide advice to help signpost appropriate services for candidates and recruiting departments
- Monitor and respond to queries that come into the shared recruitment inbox, passing off more complex queries to members of team
- Respond to first-line queries from suppliers, stakeholders and contacts where necessary.
- Any other reasonable duties.
Recruiting to this post
In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification above (including those listed in the section ‘Realising Your Potential Approach’).
In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.
Please note that some criteria will only be considered at interview stage.
How to apply
We prefer to receive applications online. Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.
What you are required to submit
- A CV;
- A covering letter which details your experience, strengths and potential and how you satisfy the person specification in the requirements set out below.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
For further information please contact;
Cherith Smith, Assistant Recruitment Manager (email@example.com)
At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.
We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails
Person specification - skills, knowledge, qualifications and experience required
- Good IT skills, including use of Microsoft Office.
- Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
- Evidence of personal development to maintain skills.
- General administrative experience in an office environment.
- Experience of working as part of a team in a customer focussed service to ensure the delivery of high quality services.
- Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
- Experience of managing time in order to meet deadlines.
- Ability to solve problems as part of a team and resolve straightforward issues.
Realising Your Potential Approach
The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.
Job Family: Business Process and People Services
OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.
Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives.
The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.
Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.
It is expected that all staff within the University:
- Contribute to our learning culture by engaging in mentoring, training and coaching.
- Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
- Have due regard to Health and Safety requirements appropriate to grade and role.
Family key attributes
Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.
Overall family purpose
- Deliver direct and indirect services to stakeholders.
- Provide advice and answer queries as part of an enquiry-desk/help-desk function.
- Respond to and manage requests for information and resources.
- Deliver services to meet regulatory requirements and procedures.
- Plan and deliver a joined-up approach to University business and people services.
- Align business processes and services to meet operational and strategic policy objectives.
- Deliver business processes to ensure effective management, governance and the economic viability of the University.
- Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
- Provide excellent professional services that meet strategic and operational goals and business needs.
- Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
- Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
- Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
- Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
- Engage and encourage participation with external professionals, schools, alumni and donors.
Link to key strategic plan
- An economically sustainable approach to delivering Professional Services across the University;
- A joined-up approach to University professional services, regardless of location or line management;
- A culture and practice of continuous improvement;
- Design services that meet business need;
- A stakeholder-focused orientation, offering satisfying careers to all staff;
- Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
- Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.
DBS Requirement: Not Applicable.