Are you interested in gaining experience of working in Human Resources? Pembroke College, Oxford, is looking for a motivated and enthusiastic individual to join its HR team for a 13-month internship, starting January/February 2025. This role is a perfect entry point into HR for someone excited to work within a vibrant academic environment with an opportunity make a meaningful impact on research and teaching at the College.
As an Academic HR Administrator, you’ll work closely with our Head of HR and Academic Director to support essential academic HR functions, including academic recruitment, onboarding, payroll coordination, and more. This internship will let you develop core HR skills while working alongside experienced professionals who will provide you with guidance and mentorship.
What You’ll Do
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Assist with Academic Recruitment: Help advertise, interview, and onboard new Fellows and Lecturers, ensuring a smooth experience from start to finish.
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Facilitate New Staff Inductions: Play a key role in welcoming and integrating new members into the Pembroke community.
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Maintain Records & Reporting: Gain experience in meticulous record-keeping and preparing insightful reports.
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Support Payroll Processes: Work with payroll to ensure accuracy in all academic pay and allowances.
Main Responsibilities
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Academic Recruitment and Inductions - Lead and manage the full cycle of recruitment for academic roles, including advertising, coordinating interviews, preparing offer letters and contracts, and organising inductions for new Fellows and Lecturers.
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Compliance and Visa Support - Conduct pre-employment checks such as references and right-to-work verifications. Manage Certificates of Sponsorship and assist with visa applications in collaboration with the University’s staff immigration team.
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Casual Contract Management - Administer the issuance and renewal of academic casual contracts, ensuring compliance with the College’s and legal requirements.
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Payroll Coordination - Work closely with the payroll function to ensure timely and accurate processing of new hires, leavers, and payroll changes. Maintain comprehensive records of all changes and Fellow’s allowances.
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University Card Administration - Facilitate the issuance of University cards for new academic staff, ensuring seamless integration within the College.
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Academic Leave Administration - Oversee and coordinate various types of academic leave (sabbatical, research, family leave), ensuring thorough record-keeping and compliance, in collaboration with the Academic Director.
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Data Management and Reporting - Produce and maintain necessary lists and reports, such as equal opportunity monitoring data and sabbatical entitlements, for use by the Academic Director.
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General HR Support - Assist with non-academic HR duties during peak periods and provide support on college-wide HR projects as needed.
Required Skills and Experience
Essential
High proficiency in IT; Strong organisational skills with a systematic and detail-oriented approach; Excellent problem-solving and analytical skills; Strong oral and written communication skills; Ability to work under pressure and manage multiple priorities; Team-oriented, with the capability to work independently when required; Demonstrated ability to build professional relationships with key stakeholders; Commitment to providing high-quality customer service.
Qualifications
A high standard of education, ideally degree level or equivalent.
Pembroke College is a welcoming and inclusive environment with great perks like free lunches, travel pass discounts and membership in the University staff pension scheme.
Closing date for applications: 9am, 25 November
