Human Resources & Recruitment Administrator

To support the HR & Payroll team in providing a comprehensive administration service. To act as a
first point of contact for the team; to be the primary contact and systems administrator for queries
on our MHR iTrent system and to assist in driving through the systems implementation; to provide
an effective Human Resources administration service relating to the employment lifecycle; co-ordinate
HR recruitment systems including DBS; ensure accurate HR records on all employees and casual and
hourly paid employees; provide HR reports as required., Recruitment and Selection

1. Carry out all the administrative processes in the recruitment process, for example; prepare
recruitment documents, organise recruitment time tables, draft and place adverts, log
application forms, administer recruitment campaigns and support tests within the selection
process.

2. Ensure that the HR service undertakes all necessary employment checks including DBS checks
and right to work, qualification and medical checks and references., 3. Administer the process for new employees and workers, for example; prepare contracts, offer
letters and process all pre-employment checks.

4. Support induction meetings with new employees and workers and liaise with line managers
to ensure they are aware of their responsibility in the induction process.

5. Administer the probation process ensuring managers know when review meetings need to
take place.

Payroll

6. Ensure that all payroll instructions are prepared and logged in time for the monthly payroll
run and submitted to the Payroll Specialist, for example; contractual variations, new starters,
leavers, contractual benefits and staff benefits.

7. Assist the Payroll Specialist with the preparation of payroll and any other associated tasks.

Appraisal and Staff Development

8. Manage the administration of training, communicate with staff re booking of training activities
as required and maintain budget expenditure records, and process invoices for payment.

9. Roll out the induction e-learning package to new starters and administer e-learning
accounts/statistics. Keep training information and learning records up to date.

10. Assist with the RAU's annual appraisal cycle, record completed appraisals and training needs.


HR Database and Reporting

11. Be the primary contact for queries on the HR systems (MHR iTrent).


12. Act as a systems administrator for iTrent, controlling all user access, managing data flows in
and out of the system and ensuring accuracy and data protection compliance and liaising
with MHR to troubleshoot queries as required.


13. Ensure the HR database accurately reflects current staff conditions and details. This includes
inputting starters and leavers, contractual amendments, change of details, annual leave and
recording of sicknesses and other leave.


14. Provide appropriate reports from the HR database for the purpose of auditing and
monitoring employee data and training and support the preparation and submission of the
annual HESA return as required., 15. Provide day to day advice to line managers and staff on general HR related queries, requests
and RAU policies and procedures, escalating more complex issues to the HR Advisors, HR
Manager, Payroll Specialist or Director of HR as appropriate.

16. Support maternity and paternity leave administration.

Leaver Administration

17. Ensure resignations are acknowledged in a timely manner, the line manager is aware of the
process and any outstanding annual leave is calculated in accordance with the employee's
terms and conditions.


18. Maintain accurate records of fixed term contract dates and set reminders to give appropriate
notice periods.

19. Ensure exit interviews are offered to all staff either face to face or electronically.


General Administration

20. Carry out general administration tasks for the HR and Payroll Department, for example; sorting
post, answering the phone, managing the HR and vacancies inboxes, devising/updating
standard Human Resources documents and letters.


21. Respond to reference requests for current or ex-members of staff.

22. Ensure electronic and paper- based staff files are maintained and filing/archiving is completed
in a timely manner.


23. Maintain an up to date Procedures Manual for all HR Administration duties.

24. Assist the HR and Payroll team in developing and implementing new projects.




General responsibilities:

• The University is committed to equality of opportunity. All staff are required to comply with

current legislation, University policies and good practice guidance.


• All staff are required to act in a way that safeguards the health and wellbeing of children and

vulnerable adults at all times. The post holder must be familiar with and adhere to appropriate
safeguarding policies and guidance and participate in related mandatory/statutory training.

3
Reviewed Jan 2024




Managers have a responsibility to ensure their team members understand their individual
responsibilities with regard to safeguarding children and vulnerable adults.


• All staff are required to participate in the University appraisal process and should ensure they

are familiar with the process and plan time to prepare for their appraisal. Following the
appraisal, staff are expected to undertake in any necessary learning and development and
work towards the objectives that have been set.


• The University expects staff to attend any training designated as mandatory and to undertake

learning and development activities to support their role. Managers must facilitate learning
and development within their teams.


• It is a condition of employment that staff will not disclose any information obtained in the

course of their duties other than to those entitled to receive it. The post holder must ensure
that the confidentiality of personal data remains secure and that restricted information or
highly restricted information to which they have access remains confidential during and after
their employment at Royal Agricultural University. All staff must undergo appropriate data
protection training as required.


• All absence from work must be reported in accordance with the University's absence

procedures and recorded on iTrent.


• The University acknowledges its responsibility to provide a safe, smoke free environment, to

its employees, service users and visitors. It is the policy of the University not to allow smoking
on University premises other than in specifically designated areas.




University Values
As a University we have chosen five values to underpin our learning community. These are the values
which we will all work by and for which we want the RAU to be known. We are:


• Collaborative - we believe in the power of working together. We are stronger as a community

of practice - inspiring each other, identifying shared goals, and providing reciprocal support
leads to greater success.


• Open-Minded - we are receptive to new ideas and we value the diversity of experiences and

skills. We are committed to listening to everyone across the RAU community.


• Resourceful - we adopt creative approaches to achieve our goals while setting higher

standards, promoting professionalism and sustainability.


• Responsible - individually and collectively we take accountability for our actions working with

integrity to achieve the highest ethical standards.


• Inclusive - we acknowledge the fundamental value and dignity of all individuals and are

committed to maintaining an environment that seeks to eliminate all forms of discrimination
and respects diverse traditions, heritages, and experiences.

Requirements Essential Measured By
The post holder must be able to demonstrate: or A) Application Form
Desirable B) Interview
C) Presentation, Good standard of education with at least Maths and English E A, B
at grade C GCSE or equivalent
CIPD level 3 or equivalent HR qualification D A, B

Knowledge, Experience and Skills:

Experience in an HR administration role E A, B

Sound level of competence in Microsoft Outlook, Word and E A, B
Excel and an ability to manipulate datasets
Experience using an HR and Payroll system/database E A, B

Experience of using MHR iTrent system, including systems D A, B
administration, workflows and Business Objects
Experience with DBS checks and handling of Tier 2 visas D A, B

Well organised with the ability to work unassisted and use E A, B
initiative to manage and organise own workload
Excellent written and oral communication skills, good E A, B
interpersonal skills, with the ability to communicate at all
levels
Excellent customer care skills E A, B

Being analytical and forward thinking, with good accuracy E A, B
and attention to detail
Personal resilience and the capacity to work effectively and E B
stay calm under pressure
Continually seeking to improve efficiency, recommending E A, B
changes to processes where appropriate
Take personal responsibility for making things happen and E B
find practical ways to overcome barriers
Knowledge of the Higher Education environment and current D A, B
issues in Higher Education.

Ability to deal with confidential information and maintain E A, B
confidentiality