The Role
Provides routine HR administration, including right-to-work checks, casual worker contracts, employee records, recruitment logistics, correspondence, mailbox management, and meeting minutes. Supports HR compliance reviews, staff recognition initiatives, and manager training coordination. The role requires strong organisation, communication, discretion, attention to detail, customer service, and Microsoft Office skills. This is a part-time, fixed-term position for nine months.
Summary Generated by Built In
The part-time HR Assistant role is for a fixed period of 9 months, and is responsible for providing a consistent baseline of HR administration support during a particularly busy period for the Jesus College HR team.
The postholder will be responsible for routine HR administration, as well as delivering some aspects of the wider HR service and specific projects.
The role is 21 hours per week (0.6 FTE). Exact working hours will be agreed with the successful candidate, but will need to be worked over 3-4 days, Monday to Friday, to provide the level of cover required.
Please note that the salary shown is pro-rata (60%) rather than the full-time equivalent.
To apply, please provide your CV as well as your responses to the questions below.
The closing date for applications is midday on Monday 28th September. Interviews will be held on Wednesday 7th October. Depending on how many candidates are shortlisted, a second-stage interview may also be arranged.
The postholder will be responsible for routine HR administration, as well as delivering some aspects of the wider HR service and specific projects.
The role is 21 hours per week (0.6 FTE). Exact working hours will be agreed with the successful candidate, but will need to be worked over 3-4 days, Monday to Friday, to provide the level of cover required.
Please note that the salary shown is pro-rata (60%) rather than the full-time equivalent.
To apply, please provide your CV as well as your responses to the questions below.
The closing date for applications is midday on Monday 28th September. Interviews will be held on Wednesday 7th October. Depending on how many candidates are shortlisted, a second-stage interview may also be arranged.
Main duties
HR administration
- Carry out right to work checks
- Issuing contracts for Casual Workers
- Creating new employee files
- Managing records for current employees, including personal files and records held on the HR system
- Room bookings for interviews and meetings
- Creating templates and process maps for core administration tasks
- Assisting with recruitment administration and logistics
- Supporting the preparation of letters and email correspondence, as required
- Ad hoc administration tasks
HR service delivery
- Manage the HR mailbox and respond to queries, ensuring follow up tasks are passed on and completed
- Taking minutes at meetings
Specific projects
- HR compliance review (ongoing)
- Support the launch and embedding of the new staff recognition programme, including mapping processes and developing templates
- Coordinating core skills training programme for line managers
Other
- Any other appropriate tasks or projects as requested by another member of the HR team
Person specification
Essential criteria: key skills, knowledge, and experience essential to performing the role:
Personal attributes
- Proactive and uses own initiative
- Enthusiastic
- Strong work ethic
- Strives for high standards in all they do and care about their work
- Personable and approachable
- Discreet
- Perceptive
- Methodical
Skills
- Attention to detail
- Strong administration skills
- Highly organised
- Good at planning and thinking ahead
- Strong customer service skills
- Strong communication skills – both written and oral
- Deals with matters sensitively and with integrity at all times
- Actively seeks out improvements to processes
Knowledge
- Microsoft Office package, especially Word and Excel
- Use of systems and working with data
Desirable criteria: additional skills, knowledge, and experience that would be beneficial:
- Specific HR experience is desirable but not essential – strong administration skills and working discreetly are the priority
- Microsoft PowerPoint
- Automating manual processes
Please note that the appointment of the successful candidate will be subject to standard pre-employment screening, as applicable to the post. This will include a right-to-work check and the receipt of satisfactory references.
Benefits
As well as becoming a valued member of our friendly community, and working in beautiful historic surroundings, we also offer the following benefits:
- Meals - A free meal is available when on duty and the kitchen is open.
- Holiday - A generous annual leave entitlement of 38 days per year (pro rata for part time posts), which includes all Bank and Public holidays.
- Pension - On joining the College you will be automatically enrolled into either the Oxford Staff Pension Scheme (“OSPS”) or University Superannuation Scheme, (“USS”) as applicable.
- Employee Assistance Programme - 24/7 access for you and your spouse/partner to a broad spectrum of services, including Health Management, Online and Face-to-Face Counselling, and Debt Management. Practical information and advice can also be accessed on all common topics, such as Consumer, Legal, Finance, Housing, Benefits, Family.
- Bus Ticket Loan - You may, on the completion of your probation period, be entitled to receive an interest-free loan to enable you to purchase an annual season ticket for travel by bus, with a discount of 5% on the overall cost.
- Personal Development - Staff are encouraged to develop both professionally and personally and the College supports employees to develop their skills and improve their performance throughout their time with the College.
- Family-friendly policies - The College has a range of family-friendly policies in place, including parental and family leave, and flexible working.
- Childcare Services - Open to University and College Staff and Students, the University owns a number of nurseries and has places at a number of Community nurseries which employees can apply for.
- Oxford University Discounts - College staff will receive a University card which provides the following discounts:
- Free entry to Oxford Colleges and libraries
- 10% discount in some University shops.
- Free access to the University Botanical Gardens and Harcourt Arboretum.
- Discounted computer software from the University Computing Service.
- Access to Sports Facilities and Punt Hire - Staff may use the College’s sports facilities and sign up for punt hire during the summer period for a small fee. Staff can also sign up for free to the University Club and use the University Sports Centre on Iffley Road at discounted rates.
- Library - College staff have access to the Meyricke Library, open 24 hours a day.
- Eye Test/Glasses Reimbursement - a free eye test and a glasses contribution are offered for staff that are regularly display screen equipment (DSE) users and who have been advised they need glasses for DSE use.
- Flu Vaccinations - a yearly flu vaccination scheme where staff not otherwise eligible to receive a free vaccination can obtain one at the cost of the College.
- Staff Entertainment - The College arranges social events including coffee mornings, quiz nights, staff summer and Christmas party as well as a children’s Christmas party.
- Electric Vehicle Salary Sacrifice Scheme (subject to earnings criteria) via Tusker.
- Cycle to Work Salary Sacrifice Scheme – also recently launched provided by Green Commute initiative.
- Secure Bike Parking - bikes can be locked away securely on site.
- On site Gym.
- Multifaith Room – available for staff and students.
- Discounted Guest Rooms - Staff may book a guest room at Jesus College at a discounted rate, subject to availability and terms and conditions.
About
Jesus College combines academic excellence in teaching and research with an informal, vibrant, and supportive community. We currently have 400 undergraduates, 300 graduates, 110 Fellows, 50 lecturers and 90 support staff . Over 5,300 Alumni are in touch with the College, spread across 84 countries. Over 800 of our Old Members came back to College in the last twelve months and we hope that that number will continue to rise.
Skills Required
- Proactive, enthusiastic, hardworking, personable, discreet, perceptive, methodical, and able to use initiative
- Strong attention to detail and administration skills
- Highly organised with strong planning and forward-thinking abilities
- Strong customer service skills
- Strong written and verbal communication skills
- Ability to handle matters sensitively and with integrity
- Ability to identify and improve processes
- Knowledge of Microsoft Office, especially Word and Excel
- Experience using systems and working with data
- Specific HR experience
- Microsoft PowerPoint knowledge
- Experience automating manual processes
- Right-to-work check and satisfactory references
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The Company
What We Do
Jesus College is a self-governing educational charity and one of the constituent colleges of Oxford University, founded in 1571. It is located in the historic centre of Oxford and combines academic excellence with a supportive community.
