HR Administrative Assistant - Dubai Campus

Purpose of Role:
The HR 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 absences such as maternity leave, unplanned absences 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 Head of
HR, Dubai to ensure the service priorities and deadlines are met. The role
requires excellent organizational skills and the ability to handle sensitive
information confidentially. The work will be varied and will require the post
holder to provide a fair, friendly, accurate, confidential, and timely
service.
Summary of Key Duties and Responsibilities:
* Create a positive image of the University by being responsive, prompt, and courteous when responding to enquiries/ helpdesk tickets to HR colleagues and dealing with straightforward enquiries, generally around process/policy and user guidance
* Produce standard reports as requested and run the monthly suite of reports
* Enter and maintain records and data into the appropriate University system and conduct regular Data reconciliation checks between HR and payroll
* Provide support correspondence for employees e.g., reference letters, letters of support, employment verification letters, salary certificates, NOCs, etc, in accordance with agreed service levels and in line with data protection legislation
* Contribute to drafting of standard procedures within your team
* Provide admin support for disciplinary, grievance and capability hearings, including notetaking as required and generally support the HR team.
* Manage procurement process for HR e.g. raising orders and receipting invoices
* Carry out general office duties, e.g. reception/meeting and greeting, sorting and organise mail, ordering stationary, maintaining office equipment, filing, photocopying and shredding
* Cover for HR Senior Admin Assistant as appropriate during annual leave and other absences within own capability with guidance from the Head of HR
* Assist with ERP system testing as and when required
* Manage the casual workers' process and assist in preparing the monthly overtime/allowance sheet of staff.
* Support with Organisation Development and Training activities and Equality and Diversity initiatives including setting up events on the booking system, sending out pre-work to participants, ensuring full take-up of events through marketing activities, collating post-evaluation feedback, and answering participant queries.
* Create and maintain the HR Newsletter/communications
* Event co-ordination, booking rooms, booking hospitality, and occasionally booking travel for HR colleagues
* Assist HR Recruitment with its administrative activities
Education, Qualifications & Experience:
Essential
* Educated to first degree or equivalent, and ideally with a recognized HR qualification
* A minimum of two years' experience in an HR admin role
* 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 in using HR Information Systems, mainly Oracle, and reporting
* Well-developed interpersonal skills
Desirable
* Experience working within a similar environment as outlined above
At Heriot-Watt we understand that being diverse makes us better which is why
we support a culture of respect and equal opportunity, and value diversity at
the heart of what we do. We want to increase the diversity of our workplace to
underpin a dynamic and creative environment.

The appointment is conditional upon successful completion of all Labour and
Immigration formalities, and the start date will need to be delayed if the
employment visa is not in place.