HR Operational Enablement Assistant

The Open University; Milton Keynes; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading university seeks an HR Operational Administrator to support its People Services Hub. The role involves managing HR administration, compliance, and screening processes while fostering effective stakeholder relationships. Ideal candidates will possess strong communication skills and a customer-centric approach, contributing to the continuous improvement of HR services.

Qualifications

• Experience in HR/Operational administration role, ideally in screening and compliance.
• Competence in analyzing and extracting data for decision-making.
• Ability to build strong stakeholder relationships.

Responsibilities

• Support operational improvements and manage the Operational Enablement mailbox.
• Ensure compliance with screening processes and maintain operational trackers.
• Assist in delivering monthly reporting on screening activity.

Skills

Communication

Stakeholder Management

Data Analysis

Customer Centricity

Job description

As part of the Open University’s People Services Hub, reporting to the Senior HR Operational Enablement Manager, this exciting role will provide administration support to some of the key operational deliverables for the People Services Hub (PSH). This hub includes several operational teams and an FTE of > 100 people who are responsible for delivering operational people services support and advice across the full employee lifecycle. The PSH achieves this by:

• Providing general day to day advice and guidance on People Services policies and processes and administering People Services processes across the employee lifecycle.
• Maintaining and developing People Services systems to support operational delivery and enable efficiency.
• Delivering recruitment support and process which enables the OU to build capacity and capability to deliver its strategic priorities.
• Providing specialist advice and expertise on immigration and employment vetting matters, ensuring that the OU complies with all statutory and regulatory requirements.

Key Responsibilities

• Support the Operational Enablement team in delivering key operational and service management improvements and set up activities across the PSH.
• Responsible for the day-to-day management of the Operational Enablement mailbox and ticketing system, ensuring all correspondence is triaged to the Operational Enablement Partners in a timely manner and responding to queries directly as appropriate.
• Support with the operational delivery of Compliance and Screening related administrative activity across all nations, required to ensure that we meet and maintain Safeguarding and other key regulatory requirements.
• Support the HR Operational Enablement Partner – Compliance with the ongoing development, implementation, and maintenance of any new systems or processes related to Disclosure & Barring Service (England & Wales)/Disclosure Scotland (Scotland)/Access NI in Northern Ireland.
• Provide administrative support with regular internal audits in relation to Disclosure & Barring Service (England & Wales)/Disclosure Scotland (Scotland)/Access NI in Northern Ireland and the responsibilities of the University.
• Process screening checks as required, ensuring all checks are completed and outcomes received and recorded. To include BAU checks, 3-year rechecks, and reconciliation projects, corresponding directly with colleagues and stakeholders at all levels. Support reimbursement of screening cost process for colleagues.
• Conduct virtual and/or in-person ID validation checks to support completion of Enhanced Screening activity across the university.
• Maintain operational tracker(s) to ensure screening activity is completed within acceptable timeframe, identifying blockers/challenges, escalating to Senior HR Operational Enablement Manager in a timely manner.
• Ensure screening data is captured accurately in SuccessFactors Employee Central to ensure accurate reporting and limit audit gaps.
• Assist HR Operational Enablement Partner – Compliance in the delivery of monthly operational and MI reporting on screening activity to Senior HR Operational Enablement Manager.
• Support wider Operational Enablement team in day-to-day activity including process mapping, document creation and maintenance, reviewing and updating of tools and resources for a range of audiences.
• Build and maintain strong and effective working relationships with key members of the PSH teams as well as broader People Services teams, as required.
• Supporting Audit/regulatory requirements for PSH. Working with the PSH teams to participate as required with responsibility for operationalising PSH related audit outcomes and recommendations.
• Working as part of the broader Operational Enablement and PSH team to support with development and implementation initiatives that focus on continuously improving the performance of the services offered by the PSH, focusing on systems, process, and service level metrics and indicators.

Skills and Experience

The role holder needs experience in an HR/Operational administration role, ideally with experience in screening and compliance. People and customer centric, with an effective communication style. Able to build strong and effective stakeholder relationships and can work across boundaries, influence people and outcomes, and achieve agreed deliverables.

Essential:

• Demonstrated experience of supporting with general HR administration in an efficient, effective, and technologically focused manner.
• An interest in being data driven with competence in analysing and extracting data that once reviewed is used to inform key decisions.
• Customer centric with a best-in-class aspiration for process delivery.
• Able to adapt and respond to a change effectively; Able to add value and make an impact.
• Stays calm and delivery-focused despite multiple tasks, priorities, and deadlines.
• Excellent verbal and written communication skills.