HR Administrator, Recruitment

Durham, United Kingdom
£20,600 - £22,254 per annum
11 May 2022
End of advertisement period
25 May 2022
Contract Type
Full Time


Grade 4: - £20,600 - £22,254 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 25-May-2022, 6:59:00 AM

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.


A globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things in the world.

We find it easy to be proud of the extraordinary people we have at Durham. We offer the inspiration, they achieve the outstanding. We invite you to join our fantastic team.

Our People Strategy

Our People Strategy has 5 key strategic aims. These are:

  • To structure the workforce in the most effective and efficient ways to deliver the University strategy
  • To attract, retain and reward the best talent
  • To develop leadership at all levels ensuring that all staff and supported to realise their potential and understand their contributions to achieving the University’s core goals
  • To ensure that an increasingly diverse workforce is treated equally, fairly and with respect and that all staff are demonstrably valued and actively engaged
  • To promote and support the wellbeing of the workforce

To find out more about the Human Resources team please see: https://www.durham.ac.uk/about-us/professional-services/human-resources/

About our team...

We have a great opportunity for you to join the HR Recruitment Team where you’ll provide recruitment support to our colleagues and customers across the business, and give our candidates a fantastic recruitment experience. The work we do includes working collaboratively to recruit world-class talent into our University community. We are dedicated to lead on the tasks we are responsible for and to see it through from start to finish to deliver excellent results.

We are looking forward to you joining our team where we all work well together in a fun but challenging environment.

About you...

You’ll have previous administration experience working on multiple tasks at the same time. You will be able to work well in a team, with the ability to multi task, and prioritise workloads to ensure you meet your deadlines. You’ll be comfortable working on systems, including our new Recruitment System Taleo, and have working knowledge of Microsoft Office products such as Word and Excel.

You’ll be an effective team member and work with minimum supervision. You’ll get to work on a variety of roles – both volume and niche – and have the opportunity to join us at a really exciting time. If you are self-motivated and like working collaboratively, then this is the role for you!

Durham University is committed to promoting equality and diversity

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and we 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.

As a University we foster a collegiate community of extraordinary people aligned to the University’s values. Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

Durham University’s Athena Swan institutional award recognises and celebrates good practice in recruiting and supporting the development of women. We have also signed up to the Race Equality Charter, a national framework for improving the representation, progression and success of minority ethnic staff and students within higher education.

If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

Core responsibilities:

  • Provide a responsive and proactive support service across the HR Recruitment team. 
  • Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience, maintaining high professional standards of reporting and processes.
  • Respond to service users answering and recording standard queries and bookings for activities and/or events.
  • Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service, providing cover for team members as required.
  • Solve day-to-day routine problems and source background information within the role.
  • Record data and information accurately and provide reports as required to team members and more experienced staff.
  • Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary.
  • Flexible in approach to accommodate the needs of team members and/or service users.
  • Assist team members to organise, plan and prepare for events, meetings and activities.
  • Liaise with internal and external departments, suppliers, contractors and professional specialists to pass on information.
  • Apply professional and regulatory procedures and processes and use of HR systems, ensuring high attention to detail and accuracy at all times.
  • Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service.
  • Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.

Role responsibilities:

  • Work with team members to ensure the smooth running of HR administrative processes to support people and business activities.
  • Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
  • Compile, record, store and archive data and information to ensure the accuracy and safety of information in line with data protection, UKVI and confidentiality requirements.
  • Liaise with representatives from other service areas, professional organisations and agencies where necessary.
  • Use standard office-based digital systems (including e-recruitment systems), tools and equipment to carry out data recording, communications, networking and recruitment.
  • Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
  • Process and update key business documentation.
  • Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
  • Make venue, catering, travel and/or equipment arrangements for events, meetings and activities.
  • Provide advice and guidance on basic employment legislation, recruitment practice and routine HR issues, including UKVI requirements, annual leave entitlement, maternity leave queries etc.
  • Manage own workload, mindful of the set objectives and priorities, ensuring that deadlines and queries are dealt within appropriate timescales.
  • Contribute to general HR processes development.
  • Provide support in the handling of employee relations cases, including grievance, disciplinary, performance, change management and sickness absence cases.
  • Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
  • Process and update key business documentation, including employee relations case logs, issuing new contracts of employment, in a timely and accurate manner, ensuring details are entered correctly onto the HR system.
  • Any other reasonable duties.

Person specification - skills, knowledge, qualifications and experience required

Essential Criteria

  • Excellent oral and written communication skills.
  • Proven 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.
  • Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  • Experience of working in a team.
  • Relevant administrative experience in a busy office environment.
  • Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines with the ability to manage conflicting priorities and without compromising on quality.
  • Ability to solve problems as part of a team and resolve straightforward issues.

Desirable Criteria

  • Post-16 qualification or equivalent experience.
  • Experience of recruitment processes, ideally gained within Higher Education.
  • A comprehensive knowledge and understanding of an e-recruitment system

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. 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

Just upload your CV and if you have one, your covering letter, making sure you demonstrate how you meet the essential criteria that's set out below.  

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details

For further information please contact; Katie Robinson, Assistant Recruitment Manager (katie.robinson2@durham.ac.uk) or Leah Harrison, Assistant Recruitment Manager (leah.t.harrison@durham.ac.uk)

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.

DBS Requirement: Not Applicable.

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