The Faculty of Mathematical and Physical Sciences (MAPS) comprises eight departments highly rated for research excellence: Chemistry; Physics & Astronomy; Space & Climate Physics; Mathematics; Science & Technology Studies; Earth Sciences, Risk and Disaster Reduction; and Statistical Science. In addition, the faculty has its own interdepartmental undergraduate degree programme: Natural Sciences.
The faculty provides a base for several research centres and institutes: these facilitate in-depth and interdisciplinary research through collaboration between experts within MAPS and in related areas such as engineering sciences and life sciences.
These include:
- The London Centre for Nanotechnology
- Centre for Planetary Science
- Institute for Materials Discovery
- The Thomas Young Centre
The faculty prides itself on providing a rich and culturally diverse environment for students and staff alike.
This role is within the Professional Services Team in the Department of Mathematics, which is part of the MAPS Faculty. The Department has internationally recognised research groups in pure and applied analysis, fluid mechanics, mathematical physics, geometry and topology, algebra, number theory, combinatorics, and mathematical modelling in biology, finance, industry, and society.
Since 2011, the department has grown considerably, with over 100 academic and honorary staff members, including fellows of the Royal Society. The department also has over 25 postdoctoral research fellows. We welcome a regular stream of distinguished visiting academics from home and abroad. The broad range of research interests is reflected in the wide choice of courses available in the third and fourth years of the degree programmes, from spectral theory, groups and geometry to fluid mechanics and from mathematical ideas in biology to cosmology. Research funding in the department from EPSRC, Leverhulme Trust and the Welcome Trust has grown significantly in recent years, with an increase of 70% in total funding since 2011.
About the roleDuties and responsibilities:
HR Advice and Guidance
- Responding to HR queries, signposting to further information or escalating. Helping to navigate HR processes and teams.
Recruitment and Resourcing
- Coordinating the end-to-end recruitment process on behalf of hiring managers, from role identification to onboarding.
- With training, become a proficient user of Talentlink, MyHR, UCL systems relevant to the role.
- Provision of advice and guidance on job descriptions, adverts, shortlisting and interviews.
- Ensuring processes and documentation are in line with UCL policies, best practice and legal requirements.
- Acting as point of contact for candidates and potential candidates.
- Ensuring panels have correct guidance and documentation, including shortlisting criteria templates and interview packs.
- Preparation of documents for CoS applications.
- Raising contract requests accurately and in good time, carrying out right to work and reference checks, ensuring that new joiners receive their contract prior to starting at UCL.
- Initiating onboarding activities for new joiners (such as IT access, building access etc.).
- Carrying out local safety inductions for new starters and visitors.
- Maintaining and updating the starter packs.
- Assisting with monitoring PEEPs (Personal Emergency Evacuation Plans).
- Processing one-off payments and monitoring and recording right to work.
- Monitoring funding end-dates for contracts, advising on end of funding/termination procedures as appropriate, and submitting Change of Appointment/Change of Funding forms.
- Assisting the Senior Staffing Officer with monitoring the mandatory training compliance.
- Assisting the Senior Staffing Officer with probation and appraisal recording.
- Making full use of the university Applicant Tracking System, ensuring a positive candidate experience and a full audit trail of activity.
Other
- Taking part in HR professional development activity, networking and UCL citizenship.
- Representing the Department as a member of appropriate communities of practice and internal UCL networks.
- Attending staff meetings and relevant training as required.
- Implementing new local and/or UCL systems and procedures as necessary.
- The post holder will be expected to work flexibly in support of the Departmental Manager, Deputy Departmental Manager, Senior Staffing Officer as well as the Departmental leadership team as appropriate. On occasion, there may be a requirement to work extended hours.
- The post holder will carry out any other duties as are within the scope, spirit and purpose of the job as requested.
- The post holder will actively follow and promote all UCL policies including those on Equality, Diversity and Inclusion.
- The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.
- The post holder has a responsibility to carry out their duties in a way that embodies UCL’s environmental and social sustainability values, actively supporting UCL’s Sustainability Strategy, policies and objectives within the remit of their role.
- This job description may be reviewed and be subject to amendment in consultation with the post holder.
The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and grading of the post.
About you
This specification of the qualifications, experience, skills, knowledge, and abilities required to effectively carry out the responsibilities of the post (as outlined in the job description) forms the basis for selecting a candidate.
The Person Specification is evaluated through a comprehensive process that includes the Application Form, Interview and Test. Each of these components plays a crucial role in assessing your suitability for the role.
The test comprises three components, and you will have 1 hour and 15 minutes to complete all three: a written English test, an in-tray test, and an Excel test. All components are designed to test spelling, attention to detail, accuracy, and IT skills. The Excel test will involve formulas.
Essential Criteria Assessment method- (Application form/ Interview / Practical Test)
Qualifications, experience, and knowledge
4 GCSEs at grades 9 to 4 (A* to C), or similar experience Application
Previous experience of working in a deadline driven administrative environment with high levels of accuracy Application
Experience of providing administrative support to staff Application / Interview
Experience of appropriate handling of confidential data Application
Experience of online systems/databases Application / Interview
A commitment to customer focus and the need to provide an efficient, professional and effective service to the many users and contacts both internally at all levels of the organisation and externally Application / Interview / Practical Test
Knowledge of GDPR requirements Application / Interview
Knowledge of or willingness to learn Health and Safety regulations Application / Interview
Skills and abilities
Strong communication skills with an ability to work co-operatively with colleagues Interview
Accurate with a strong attention to detail Application/Interview/Practical Test
Advanced skill level using Microsoft Office, especially Word, Excel and Outlook Application/Interview/Practical Test
Able to deliver a positive HR experience to internal and external contacts using strong interpersonal skills Interview
Good interpersonal skills, which enable the post holder to tactfully and assertively communicate with others, and to develop effective, professional working relationships across UCL and externally Application / Interview
Proven experience of working as a creative and proactive member of a team Application / Interview
Proven consistent ability to meet tight deadlines, and to manage one’s own workload with effective prioritisation, organisation and time management skills Application/Interview/Practical Test
The ability to deal with confidential information in a professional manner Application / Interview
UCL Ways of Working
Planning effectively so that work is delivered, and others are not delayed. Interview
Knowing your key stakeholders and keeping them informed Interview
Being practical and able to problem-solve. Interview
Experience of working in a HEI, or similarly complex organisation. Application
Have, or be working towards a professional HR qualification (for example a Certificate in Personnel Practice (CPP) Application
Commitment to and knowledge of advancing equality, diversity and inclusion Application
What we offer
As well as the exciting opportunities this role presents, we also offer great benefits some of which are listed below:
• 41 Days holiday (27 days annual leave, 8 bank holidays and 6 closure days)
• Additional 5 days’ annual leave purchase scheme
• Defined benefit career average revalued earnings pension scheme (CARE)
• Cycle to work scheme and season ticket loan
• Enhanced maternity, paternity and adoption pay
• Employee assistance programme: Staff Support Service
• Discounted medical insurance Visithereto find out more.
Our commitment to Equality, Diversity and Inclusion
As London’s Global University, we know diversity fosters creativity and innovation, and we want our community to represent the diversity of the world’s talent. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in UCL’s workforce. These include people from Black, Asian and ethnic minority backgrounds; disabled people; LGBTQI+ people; and for our Grade 9 and 10 roles, women. You can read more about our commitment to Equality, Diversity and Inclusionhere.
Attached documents are available under links. Clicking a document link will initialize its download.
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