The British Academy – the UK’s national body for the humanities and social sciences - is seeking a HR Assistant to join our HR team, providing key administrative and project support across the whole employee lifecycle.

ROLE PURPOSE / OVERVIEW

The HR Assistant works closely with the other five members of the HR Team to provide a range of HR services across the British Academy (150+ staff). The HR Team is a friendly team, part of the Academy’s Resources Directorate comprising HR, Finance, IT, Facilities and Venue Sales & Marketing services. We take great pride in supporting our colleagues in the Academy, as HR generalists and through our overarching People Strategy, which has been successful in recognising and reinforcing the structures, policies and procedures we have in place. Key to this success has been our engagement with staff.

A core duty of the HR Assistant role will be supporting day-to-day operational recruitment, including helping line managers with setting up interviews, providing support on interview days, and managing recruitment-related queries in the shared mailbox, ensuring a high standard of stakeholder engagement. This is a key opportunity to establish relationships and make an early positive impact.

The HR Assistant plays a key role in the onboarding process, through the preparation of offer documentation, references, and contracts. You will be an effective communicator, able to collaborate with both external and internal stakeholders. A keen attention to detail and a proactive approach to problem solving, in terms of planning, prioritisation and demonstrating resilience when faced with adversity is essential.

You will also contribute to performance, learning and development activities by supporting the Employee Relations and Development workstream, such as booking rooms and emailing participants enrolled in training, and updating probation and performance appraisal trackers.

OFFICE LOCATION - 10-11 Carlton House Terrace, St James Park, London, SW1Y 5AH

KEY RESPONSIBILITIES

Recruitment & selection

• Working with the HR Officer (Employee Resourcing) to provide good administrative support for hiring managers and job applicants throughout the recruitment and selection process. This includes arranging interviews, booking meeting rooms, welcoming candidates to in-person interviews, and setting up and managing online interviews and tasks.

• Updating the recruitment tracker and digital recruitment and selection folders.

Appointments, onboarding & induction

• Preparing offer documentation, sending out reference requests and drafting employment contracts and appointment letters with oversight from the HR Officer (Employee Resourcing).

• Ensuring that offer, contract, and new starter documentation is completed accurately and promptly.

• Liaising with hiring managers, and colleagues in the Facilities and IT Teams to ensure a smooth onboarding and induction experience for new starters on arrival.

• Performing right-to-work checks for all new starters promptly and filing all associated paperwork.

Performance, learning & development

• Supporting the HR Manager (Employee Relations and Development) with general training administration, including room bookings, emailing participants, and logging training activities on Cezanne.

• Assisting the HR Manager (Employee Relations and Development) with the administration of our Insights Workshop Delivery programme, including room bookings, inviting attendees, emailing participants and issuing evaluation forms.

• Supporting the HR Manager (Employee Relations and Development) with tracking performance-related issues such as probation, performance appraisals, and sickness absence.

HR Administration and project support

• Managing the shared HR mailbox, ensuring prompt responses to routine queries from staff, and escalating more complex requests as required.

• Ensuring that personal files and the HR Information System (Cezanne) are kept up-to-date.

• Assisting with minute taking and arranging meetings where required.

• Supporting the HR Officer (Employee Relations & Development) in tracking probation and monitoring absences.

• Contributing to the development and implementation of the People Strategy: providing ad-hoc support; researching best practice; and providing ideas and suggestions.

KEY STAKEHOLDERS

Internal

Hiring managers at all levels; staff, including new joiners; colleagues in IT, Facilities, Front of House and Digital & Marketing teams

External

Job applicants, referees, recruitment agencies, training providers.

ROLE REQUIREMENTS

QUALIFICATIONS

Level 3 CIPD qualified or willing to work towards achieving this.

WORKING RELATIONSHIPS

Works and communicates effectively

• Is proactive in developing and maintaining effective working relationships with others internally and externally

• Demonstrates a positive attitude towards helping others by providing appropriate support, using initiative and not waiting to be asked

• Adopts a communication style appropriate to the situation and the audience, understanding that communication is two-way

• Is sensitive to different working styles and views, adapting where appropriate

• Is willing and able to compromise and negotiate, including to resolve possible conflicts

• Handles difficult situations with sensitivity & respect

• Communicates effectively with staff across departments

• Promotes a positive impression of the Academy both internally and externally

KNOWLEDGE AND SKILLS

Demonstrates and develops appropriate knowledge and skills

• Demonstrates willingness to build on any pre-existing HR knowledge and skills with an eagerness to learn new skills

• Is receptive to new ideas and change, adapting own ways of working as appropriate

• Willing to make a contribution to team discussion and put forward ideas for improvements

• Is aware of own strengths and weaknesses, and prepared to admit own mistakes

• Seeks and uses opportunities to learn and develop, and is quick in picking up new tasks

• Shares knowledge and skills with others

PROACTIVITY AND PLANNING

Manages time and resources effectively in order to achieve own and organisational objectives

• Prioritises tasks to meet deadlines

• Displays resilience in coping with workload during busy periods

• Keeps relevant colleagues informed with effective communication

• Evaluates and manages risks effectively, knowing when to ask for advice

• Takes ownership of tasks and knows when to escalate

• Monitors progress effectively and adapts plans where possible

PROBLEM SOLVING AND DECISION MAKING

Ensures good decisions are made through a rational and methodical approach

• Identifies problems and opportunities with clear communication

• Has a pro-active, can do, attitude, taking personal responsibility whilst knowing when to ask for advice and/or escalate

• Focuses on solutions and works openly

• Works with others to problem-solve and uses initiative to pre-empt potential obstacles

• Copes with the unexpected and utilises advice and resources within the team

LEADERSHIP

Gives a clear sense of direction while inspiring others with vision and actions

• Is happy to support other team members during busy periods, whilst not compromising your own workload

• Treats other staff members and stake holders with respect and honesty

• Sets the right balance between referring decisions to the appropriate level and taking things forward without referral

OTHER

• Takes a flexible approach to their work, happy to take on different responsibilities in the interests of the Academy

WORKPLACE VALUES

The Academy’s workplace values and supporting text are set out below. We share these core values with each other. They guide how we work together and with others. We demonstrate them through our behaviours.

COLLABORATION- We consistently work together to a common purpose, supporting each other, communicating openly and sharing knowledge. We are flexible and adaptable, receiving feedback constructively

CREATIVITY - We bring imagination and curiosity to our work, valuing learning, diverse thinking, and innovation. We are open-minded, receptive, and responsive, taking account of alternative perspectives

EMPATHY-We are understanding, sensitive, compassionate, and considerate, mindful of our own wellbeing alongside that of others

EXCELLENCE - We always do our best, without striving to be perfect, applying our expertise and experience to develop and grow

INTEGRITY - We are open and honest with each other, accepting personal responsibility and demonstrating loyalty. We are reliable and dependable, having belief that we will be transparent and clear

RESILIENCE - We are confident, bold, and tenacious, knowing when to listen as well as when to speak up. We respond positively to challenges and overcome problems

RESPECT - We are inclusive in our regard for each other, showing courtesy and appreciation. We treat people fairly and equally, welcoming everyone’s contribution and difference

APPLICATION PROCESS

We have a two-step approach to hiring, beginning with submitting an application through the Applied platform. This will be followed by a panel interview and may involve a task component.

Please note that you may be asked to reference any literature that you may refer to, as applications that are highly plagiarised and not your own work. e.g. ChatGPT, will be declined.

The deadline for applications is 2 September 2024, however, we may close this role sooner if we receive a high volume of applications.  In these circumstances we will give those who have shown interest 24 hours notice of the change of deadline.

Interviews for this role are currently scheduled for 16 September 2024 but this may be subject to change.