HR Officer - MLC Partners : Job Details

My client is seeking a knowledgeable and experienced Human Resources Officer to join their team of three. This role will support all aspects of the employee lifecycle, allowing the successful candidate to apply their HR expertise daily and provide guidance on a variety of HR issues. The HR Officer will also manage HR administration and act as the first point of contact for assigned academic schools and administrative departments.

Main Responsibilities

Recruitment

• Oversee recruitment administration, including drafting job descriptions, advertising roles, shortlisting candidates, organising interviews, issuing offers, and preparing contracts of employment. Conduct right to work checks, CEST assessments, and reference checks.

Onboarding & Contractual Changes

• Issue new contracts of employment.
• Monitor probation periods and track expiring contracts.
• Produce and issue contract changes for payroll processing.
• Ensure compliance with contractual terms and visa restrictions.
• Advise payroll on starters and leavers.

Visa Compliance

• Collaborate with the HR Manager on visa-related matters.
• Verify the immigration status of non-UK nationals and advise on work restrictions.
• Track expiring work visas and follow up with staff prior to expiration.
• Ensure recruitment campaigns meet criteria for work visa sponsorship and maintain proper documentation.
• Stay updated on government visa and immigration changes and implement necessary adjustments.

Grievance & Disciplinary

• Take notes at disciplinary and grievance meetings.
• Support the Head of HR and department heads with disciplinary and grievance matters.
• Source legal or HR advice from third parties as needed.
• Prepare letters inviting staff to meetings and documenting outcomes.

HR Record Keeping

• Maintain general changes to employee records.
• Accurately update staff lists and database records.
• Maintain personnel files and HR server.
• Ensure academic and administrative staff lists are current and accurate.

Policies and Processes

• Manage and develop administrative processes and systems within the HR department, keeping documentation up to date.
• Assist the Head of HR with updates to the Employee Handbook.
• Implement improvements to current HR processes and policies.
• Produce data reports and statistics as needed.

General HR Administration

• Provide coverage for the HR Manager and HR Administrator during absences.
• Offer advice on sick leave, parental leave, and annual leave.
• Manage reference and tenancy requests.
• Conduct audits of HR records.
• Hold meetings to discuss maternity/paternity leave entitlements.
• Assist with internal and external training sessions.
• Manage the administration of the Annual Review Process.
• Process and maintain Student Assistantship applications.
• Maintain office supplies of stationery and printing materials.
• Promote staff well-being and positive mental health.
• Contribute to HR projects as assigned by the Head of HR.
• Perform other ad-hoc duties to support the Head of HR.

All staff must:

• Comply with all legislative and regulatory requirements (e.g., Finance, HR, Health & Safety).
• Adhere to the institutional Code of Behavioural Expectations and other policies.

This list of job duties is not exclusive or exhaustive; the post holder will be required to undertake tasks as may reasonably be expected within the scope and grading of the role.

Person Specification

• Educated to graduate level
• Experience in grievance and disciplinary processes.
• Familiarity with work visa compliance and issuing work sponsorships.
• Knowledge in advising on parental leave, sick leave, and annual leave.
• Proven track record in a similar role.
• Experience in an educational environment is highly desirable.
• Excellent IT skills.
• Strong administration, communication, and organizational skills.
• Ability to take minutes at meetings.
• Capable of using initiative and working independently.
• Exceptional attention to detail and accuracy.
• GDPR compliant.

Creative thinking and problem-solving are essential skills. Ideal candidates will be energetic individuals and team players.