Job Description

Job Category: Administration
Degree Level: First Degree
:
Job Posting Title: HR Admin Assistant
Grade: 3
FTE and working pattern: Full time
Department: Human Resources
Location: Dubai Campus
About our School/Directorate and Team:
The HR Dubai Team is part of the Global HR Directorate. Our purpose is to partner with you to lead the people experience, to nurture an excellent, thriving, and inclusive University work culture. We do this by working collaboratively with leaders, managers, and employees and aspire to create the right environment where every person can flourish and is supported to succeed.
Purpose of Role:
The HR Services Team supports general and day to day issues affecting employees and their managers. We provide proactive and consistent professional and administrative advice and support to manage issues such as performance, planned absence such as maternity leave, unplanned absence such as sickness, requests for flexible working, etc.; and the review and development of HR policy, procedure and guidance. The post holder will report to the Senior HR Admin Assistant with a dotted line to the HR Management Dubai team to ensure the service priorities and deadlines are met. The work will be varied and will require the post holder to provide a fair, friendly, accurate, confidential and timely service.
We are currently recruiting for a HR Administrative Assistant to join our Dubai Campus HR Directorate. Please note that this is a fixed-term contract for six months. To be considered for this position, applicants must already hold a valid UAE resident visa that remains valid for the full six-month duration of the contract.
Summary of Key Duties and Responsibilities:

• Issue employment related letters for staff ensuring all requests are channeled via the HR Helpdesk to maintain a log
• Diary management and scheduling for the HR Office
• Manage queries coming through HR inbox/helpdesk tickets and allocate complex cases to relevant team members to address
• Deal with customer enquiries, generally user guidance or process information
• Create a positive image of the University by being responsive, prompt and courteous when responding to enquires from customers
• Produce standard reports as requested
• Enter and maintain records and data into the appropriate University system (e.g. ERP/Excel)
• Assist with casual workers' / Part timers' recruitment and contract renewal processes as required
• Provide support as needed throughout the full-time staff recruitment process. This may include conducting salary-check calls, scheduling interviews, meeting candidates, and escorting them to the appropriate panel members.
• Support with Organisation Development and Training activities as directed
• Create and maintain the HR Newsletter/communications
• Process documents, for example Exit forms, Conflict of Interest forms, employee paperwork and other information in accordance with agreed service levels and in line with data protection legislation
• Event co-ordination, booking rooms, booking hospitality and booking travel for HR colleagues
• Carry out general office duties, e.g. reception/meeting and greeting, sort and organise mail, order stationary, maintain office equipment, filing, photocopying and shredding
• Assist Administrators on preparing the monthly overtime/allowance sheet of staff

Education, Qualifications & Experience:
Essential * Educated to first degree or equivalent, and ideally with a recognized HR qualification

• A minimum of one year's experience in an office environment
• Demonstrable provision of excellent customer service
• Demonstrable professional and proactive approach
• Able to always maintain confidentiality
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Competent in the use of relevant IT packages, ideally with experience of using HR Information Systems and reporting
• Well-developed interpersonal skills

Desirable * Experience of working on Power BI
Our Values
With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.
We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates. Heriot-Watt is also Scotland's international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30,000 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.
At Heriot-Watt we've created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.
We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students. Our focus on careers delivers results and we've an excellent reputation for graduate employability.
In addition to the Edinburgh campus, we currently have campuses in the Scottish Borders, Orkney, Dubai and Malaysia. For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel. At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.
Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.
Our values are:

• Belong
• Collaborate
• Inspire
• Celebrate

As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.
For full details on our University, please view our website
'How to Apply'
Please submit your CV and a cover letter setting out how you meet the criteria for this role.
Shortlisted candidates may be invited to complete an on-demand-video interview as the first stage of the selection process. Successful candidates will then proceed to in-person formal interviews at our Dubai campus
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Skills Required