HR Administrator

THE COLLEGE OF SAINT MARY OF WINCHESTER IN OXFORD, COMMONLY CALLED NEW COLLEGE; United States; Remote; USD 40,000 - 41,000; Part time

Benefits offered by this job

Free lunch on duty

30 days holiday + bank holidays pro‑r

Job summary

THE COLLEGE OF SAINT MARY OF WINCHESTER IN OXFORD, COMMONLY CALLED NEW COLLEGE, is seeking a Human Resources Administrator for a temporary three‑month assignment in Oxford. You will provide comprehensive HR administrative support, including onboarding, DBS checks, and maintenance of Sage HR records.

The role requires meticulous attention to detail, strong IT skills, and the ability to work well within a busy office.

Qualifications

• Previous experience in Human Resources administration.
• Excellent attention to detail and accuracy, especially in written communication.
• Strong IT proficiency, including HR systems and Microsoft Office (Outlook, Word & Excel).
• Proven ability to work well in a busy office environment and as part of a team.
• Good organisational and time management skills with ability to meet deadlines.
• Strong interpersonal and communication skills for liaison at all levels.
• Discretion and sound judgment handling confidential information.

Responsibilities

• Maintaining and updating the HR database (Sage HR) to ensure accurate and confidential employee records.
• Supporting onboarding, ensuring completion of mandatory training and uploading certificates to Sage HR.
• Conducting right-to-work checks and monitoring expiry dates.
• Managing reference requests for current and former employees.
• Responding to general HR enquiries from staff.
• Maintaining temporary staff records and related documentation.
• Preparing and issuing starter documents for casual staff and ensuring paperwork is returned.
• Keeping up-to-date with College policies and communicating them clearly to staff, Fellows and students.
• Resolving routine queries with initiative and referring complex matters as needed.
• Checking identification documents for DBS checks.
• Performing additional duties as reasonably assigned.

Skills

HR administration

Attention to detail

Microsoft Office

Sage HR

Teamwork

Communications

Education

Experience in HR administration

Tools

Sage HR

Microsoft Office

Job description

Description

Responsible to: HR Officer(s) and HR Manager

Hours of work: 33.75 hours per week, between the hours of 8:00am & 5:00pm (3 or 4 days a week also considered).

Hourly rate: £17.30 per hour.

Benefits: Free lunch whilst on duty, when kitchen is open; 30 days holiday per annum, plus bank holidays, pro rata.

Summary:

The Human Resources Administrator will provide comprehensive administrative support to the HR Officer, ensuring that all HR processes comply with relevant standards, policies, and legal requirements. The postholder will be expected to demonstrate excellent administrative and organisational skills, a strong understanding of HR procedures, and sound technical knowledge of HR systems and best practices.

This is a temporary, fixed-term position for an initial period of three months, with the possibility of an extension.

Key Responsibilities:

The main duties of the Human Resources Administrator will include, but are not limited to:

• Maintaining and updating the HR database (Sage HR) to ensure accurate and confidential employee records.
• Supporting all aspects of the onboarding process, including ensuring completion of mandatory training and uploading relevant certificates to Sage HR.
• Conducting right-to-work checks, maintaining accurate documentation, and monitoring expiry dates.
• Managing reference requests for both prospective and former employees in a timely and professional manner.
• Responding to general HR enquiries from staff in a helpful, courteous, and professional manner.
• Maintaining the College’s temporary staff records/spreadsheet, including adding new starters, archiving leavers, and monitoring right-to-work documentation.
• Preparing and issuing new starter documentation for casual staff, including Worker Statements of Engagement (SOE), the Worker Handbook, and New Starter Forms, ensuring completed paperwork is returned.
• Maintaining an up-to-date understanding of College policies and procedures and communicating these clearly to staff, Fellows, and students.
• Using initiative to resolve queries and routine issues, referring complex matters where appropriate.
• Checking identification documents for DBS checks.
• Performing additional duties as reasonably assigned in line with the needs of the role.

Essential Skills and Experience

• Previous experience in Human Resources administration.
• Excellent attention to detail and accuracy, particularly in written communication.
• Strong IT proficiency, including HR systems and Microsoft Office (Outlook, Word & Excel), with sound numerical ability.
• Proven ability to work effectively as part of a team in a busy office environment.
• Strong organisational and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent interpersonal and communication skills, with the ability to liaise confidently at all levels.
• Discretion, tact, and sound judgment when handling confidential information.
• A proactive and self-motivated approach, with the ability to work independently and take initiative.

Desirable

• Experience working within a university, college, or similar academic environment, with an understanding of its structure and culture.
• Experience using Sage HR or a similar HR information system.