Onboarding Assistant Administrator

at  University of Glasgow

JOB PURPOSE:

To manage and support candidates from the point of selection to formal contract agreement, ensuring a continued excellent experience to maximise the University’s ability to secure preferred talent. Following receipt of acceptance, on-board new employees timely and accurately on to the HR System.

MAIN DUTIES AND RESPONSIBILITIES:

• To prepare and issue offers and supporting contracts of employment to new appointments based on information provided from the interview panel, delivering accurate paperwork within agreed timescales.
• Accurately co-ordinate and issue relevant correspondence within defined timescales; to ensure correct information is disseminated and appropriate actions are taken, and that relevant systems/business processes are updated accordingly.
• Ensure all relevant information is entered timely and accurately based on data gathered during hiring process. Track the approval process ensuring that key deadlines for new joiners are met
• Ensure all necessary employment/right to work checks are carried out and paperwork is obtained and stored appropriately and timely.
• Obtain advice from the Immigration Compliance Officer as necessary and liaise with the new employee to ensure they are fully engaged in the process especially where a visa or sponsorship is required.
• Maintain regular contact with the Hiring Manager/Local Administrator to liaise regarding joining dates and to ensure that preparations for induction are made.
• Identify matters requiring senior level input and provide the requisite background information to assist. Where relevant, draft appropriate responses for approval.
• Maintain accurate electronic personnel files such that information therein is kept in an ordered fashion, conforming to Data Protection Guidelines. Ensure all paperwork is scanned and uploaded into EDMRS to keep files updated.
• Manage and support the distribution of bulk offers of employment at peak periods throughout the year. Planning ahead to ensure all process’ are complete in line with agreed start dates.
• To work as part of a multi-skilled team, to contribute to the smooth running of the recruitment service in times of team absence.