Job Description AS12116

Job Description ^{– AS12116}

Post Title: Institute of Education Staffing Coordinator

Grade: 5

Faculty/Department: Institute of Education Reports to: Finance Manager Purpose

The Staffing Coordinator will coordinate and manage all activities associated with the recruitment, employment and working life of staff within the Institute of Education. Main duties and responsibilities

 Implement decisions taken relating to staff or resourcing matters from Institute plans, strategic initiatives and University policies and procedures;

 Liaise and collaborate with the Head of Institute, Programme Directors and Course Leaders within the Institute to plan staff recruitment activity in a timely way and manage contractual arrangements for sessional staff and those on fixed term contracts;

 Communicate with all staff within the Institute regarding Staff Development Reviews and reward and recognition arrangements as appropriate;

 Liaise with the senior non-academic staff within the Institute, including the Facilities and Technical Services Manager, Administration Manager and Finance Manager.

Recruitment and Induction

 Prepare, monitor and track the progress of all staffing requests against the agreed budget for new and existing staff within the Institute and provide advice on staffing requirements to inform the operational plan and budget setting processes;

 Coordinate, facilitate and oversee all staff recruitment activity for the Institute, working with colleagues as required to develop recruitment documentation,

advertising and interview timescales, interview preparation and management of the interview day, in line with University policy and procedures;

 Be responsible for the appropriate pre-employment documentation checks including right to work checks and liaising with the team who carryout CRB checks for staff to ensure they have been completed.

 Liaise and collaborate with line managers to plan and execute an effective induction programme for new staff within the Institute.

Human Resources

 Work closely with the University Human Resources department to manage all internal HR procedures within the Institute, in particular probation, changes in working hours, reward and promotion arrangements, end of contracts, fixed term contracts and departure of all staff, in line with University policy and procedures;

 Together with the HR Partner, monitor all employment contracts in the Institute;

 With the Head of Institute, plan, coordinate and oversee the Staff Development Review process across the Institute, including ensuring that all reviews have taken place, and that the forms have been submitted centrally;

 With the Head of Institute coordinate and manage the Institute's reward

arrangements including lump sums, voucher scheme and additional increments.

 With the Head of Institute coordinate the Institute's submission of Personal Titles cases in collaboration with the Faculty Office and HR Partner.

 With the Head of Institute facilitate cases for regrading in line with University policy and procedures.

 With the Finance Manager, ensure that all people working for the Institute on an ad hoc basis are engaged and paid correctly, tracked in the correct budget and in line with University policy and procedures.

 Ensure the maintenance of an accurate list of all staff employed in the Institute.

 Oversee the maintenance of staff records, including personnel files, annual leave and sick leave.

General

 Engage in cross department, University activities, including attending School Manager meetings and working groups;

 Be a CRB counter signatory for the Institute.

 To work collaboratively with the Finance team, including making payments via University purchase card if required, and assisting the Finance Manager with administrative tasks during budget setting, year end and other peak times as required.

 Keep up to date with University policy and procedures, specifically in relation to human resource legislation, health and safety and equal opportunities;

 The University of Reading actively encourages staff development and training. You are expected to participate in training and development activities as necessary to meet job, institutional and personal development.

Supervision received

The successful candidate will be responsible for managing their own workload, with guidance from the Finance Manager at regular one-to-one meetings and instruction from the Head of Institute.

Contact

The post holder will be required to work with staff based within the Institute. You will also be required to liaise with other departments within the University of Reading

including Management Accounts, Research Accounts, Finance, Faculty Office and Human Resources.

Training

Training and development is primarily focused on developing you in your present role. However, part of the long term training strategy of the Institute of Education includes identifying personal development needs that will improve your performance and skills as an employee of the Institute.

Terms and conditions

Permanent, 0.8 FTE, worked over a minimum of 4 days. Location

The Institute is based at the London Road campus.

This document outlines the duties required for the time being of the post to indicate the level of responsibility. It is not a comprehensive or exhaustive list and the line manager may vary duties from time to time which do not change the general character of the job or the level of responsibility entailed.

Date assessed:

Person Specification ^{– AS12116}

Job Title: Institute Staffing Coordinator School/Department: Institute of Education

Criteria Essential Desirable

Skills Required  Strong interpersonal skills with the ability to build effective working relationships;

 Effective

communication skills (written and verbal) with the ability to decipher complex procedures and produce clear and concise

instructions and guidelines;

 Tact and diplomacy;

 Strong organisational skills, with the ability to work effectively on multiple activities and prioritise workload;

 Ability to manage competing priorities;

 Have a strong eye for details with the ability to work quickly with accuracy.

 Project management.

 Knowledge and understanding of

budgetary management and processes.

Attainment  Education to A ‘level or equivalent.

 Evidence of willingness to update skills and knowledge through training and personal development.

 Education to degree level or equivalent.

 CIPD Certificate in Personnel Practice

 CIPD Certificate in Recruitment and Selection.

Knowledge  Knowledge of

administrative systems and processes,

including staffing and

 Knowledge of the HE sector;

 Knowledge of how organisations operate.

Human Resources

finances. Relevant Experience

 Strong administrative experience in a role with responsibility for managing and

coordinating activities.

 Running recruitment campaigns, dealing with interview arrangements.

 Understanding of employment processes and procedures,

including recruitment;

 Experience of having worked in a large and diverse organisation.

Disposition  Professional approach;

 Ability to work autonomously;

 Pragmatic;

 Able to work under pressure.

 Able to maintain and respect confidentiality

 Patience and empathy.

 Positive, proactive attitude.

 Natural disposition for planning, organising and achieving timely results.

 Able to empathize