View Vacancy -- People and Culture Administrator LMS 2773

Overall Purpose:

The LMS People and Culture (P&C) Department supports the LMS achieve its strategic vision by closely monitoring the provision of people management practices and organisational cultural initiatives, ensuring that the Institute fosters inclusive leadership and policies that support individuals to feel psychologically safe to undertake their work and develop in their area of expertise.

The P&C Department is responsible for all aspects of the employee cycle and staff management, including recruitment, onboarding, induction, probation, retention, performance management, training and development, career development, pay and reward, employee relations, sickness absence, terminations, leave of absences, restructuring and change management. All of these areas are required to be managed in a way that promotes equality, diversity and inclusion. 

The P&C Administrator is an important role within the P&C Department, providing high-quality People administrative support and first-class People guidance in areas including recruitment, onboarding, induction, probation, promotion, and the end of contract. The P&C Administrator acts as an integral team member, providing administrative support and assistance on People management practices and P&C projects.

Main Duties and Key Responsibilities

The P&C Administrator is expected to:

• Acts as the first point of contact for the P&C Department, responding to a range of People and recruitment queries and signposting to relevant information, whilst directing more complex queries to the P&C Advisor, Deputy Head and/or Head of People and Culture
• To process the visiting worker applications and to update the visiting worker logs
• To process all purchasing requirements for the department through close liaison with the procurement team
• Provide administrative support and assist in recruitment campaigns for MRC LMS and Imperial College London recruitment
• To assist with the processing of Right to Work and Visa applications
• To manage the new starter process, which includes: organising and processing employee references, undertaking Right to Work checks, completing onboarding forms, arranging IT set up, security access rights, and supporting the recruiting manager in preparing for a successful induction
• To manage the offer of employment process once confirmed by the recruitment manager
• To confirm with candidates the outcome of their assessments/interview, to request and check references, and to confirm the employment start dates in line with right to work document
• To regularly update the P&C Business recruitment, onboarding and leavers log
• To organise the LMS People Induction Programme for all new starters from Band 4 and below
• To coordinate the New Starters Lunch, which runs every 6-8 weeks
• To process work experience requests
• To review and update the starters and leavers spreadsheet and to distribute to colleagues within LMS on a weekly basis
• To process contractual extensions and resignations for MRC and Imperial employees
• To manage email and IT request for all new starters, extensions and leavers
• To support the P&C Advisor with processing promotions, including A to B and Instant Recognition Awards, ensuring they are processed according to the payroll cut-off date
• To monitor probationary periods, communicating with line managers
• Electronic filing, checking documents on HR system, data input on various spreadsheets
• Contribute to and/or support the development and implementation of projects as required / appropriate
• The above list of duties is not exhaustive and at times, the role holder may be required to undertake such duties as may reasonably be requested within the scope of the post.

Other duties:

• To occasionally deputise for the P&C Advisor

Working Relationships

• The P&C Administrator reports to the Deputy Head of People and Culture
• The P&C Administrator communicates with P&C Team members to provide recruitment updates, and to provide administrative services which support wider People tasks and projects
• The P&C Administrator communicates with LMS Group Heads to develop their recruitment campaigns, and to provide necessary updates and documentation to recruiting managers with the recruitment process
• The P&C Administrator will build networks with the parent organisation, UKRI, to obtain People advice and information, as appropriate, including liaising with the Immigration Team and Policy and Reward
• The P&C Administrator will build networks with internal and external stakeholders, including UKRI, Imperial College London and UK Shared Business Service (UK SBS)

Education / Qualifications / Training required (will be assessed from the application):

Essential:

• CIPD level 3 or above, or HR degree or Business Degree including HR elements

Knowledge and experience (will be assessed from the application and at the interview):

Essential:

• Intermediate level skills in the use of Microsoft applications (Word, Excel, PowerPoint and Outlook)
• Administration experience
• Experience of providing excellent customer services to a range of stakeholders
• Understanding of UK employment legislation, particularly in reference to Right to Work legislation
• Experience of collaborative working and as part of a team

Desirable:

• Experience of working in HR environment
• Knowledge of fair recruitment practice

Personal skills / Behaviours / Qualities (will be assessed at the interview):

Essential:

• Desire to work in and interest in HR
• Ability to act on own initiative, but to know when to seek advice from more senior colleagues
• Ability to demonstrate high attention to detail
• Ability to demonstrate a professional and approachable service
• Good organisational skills with the ability to adapt to regularly changing priorities and workloads
• Ability to maintain confidentiality and handle sensitive information
• Ability to support team members
• Good verbal communication skills in English

Applicants should submit a CV, names and contacts of two references along with a cover letter stating why you are applying for this role (providing evidence against the requirements of the job as per the job description and person specification). Applications without a cover letter will not be accepted. Please quote reference number LMS 2773.

Please note that applications may be reviewed by both LMS and Imperial staff