The University of Edinburgh – Administration Assistant (HR) – Modern Apprentice (Vacancy Filled)

Type of apprenticeship – Modern Apprentice

Job title – Administration Assistant (HR) – Modern Apprentice

Length of Fixed Term Contract – 18 months

Pay (living wage) – £17,046 per year (Grade 1, point 1)

Planned start date – To be agreed from 1 January 2020

Closing Date for applications – 9th October 2019 , interviews in November 2019

About the University of Edinburgh and summary of what the team does
To maintain our reputation as one of the world’s leading universities, we recruit the best people to a variety of support, professional and academic roles each year. Our team of talented and committed professional support staff are critical to our success.

We offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more.

The College of Arts, Humanities and Social Science is the largest of the 3 Colleges in the University and is made up of 11 Schools, the Centre for Open Learning and a College Office which supports almost 24,000 students and 3,600 staff.

The Centre for Open Learning offers English Language Education, and Short Courses in languages, art and design and various subjects such as history, creative writing and psychology.

The COL HR team carries out a range of dedicated HR activities with support from College HR staff.

Description of work environment

You will work within the COL HR Office thereby giving you the opportunity to gain knowledge and experience of a range of activities required to undertake an administrative HR remit. You will be supported by colleagues in the COL HR team, comprised of a Finance and HR Officer, an HR Administrator and 2 Administrative Assistants (HR).

What might a day in the job look like?

A typical day would begin at 9am and end at 5pm, with an hour for lunch. The tasks you could be involved with include:

·      Responding to calls, emails and face-to-face queries in a timely and professional manner.

·      Helping with the administration of the various recruitment processes within COL to ensure we are able to appoint the best staff within set deadlines.

·      Arranging interviews, including correspondence, room bookings and catering.

·      Provide administrative support for the induction of new staff.

·      Receive correspondence and input data in relation to staff sickness absence.

·      Arranging casual payments, ensuring all claims are correctly processed and sent to COL Finance within specified deadlines.

·      Providing standard letters for staff including, for example, references to letting agents or confirmation of employment for mortgage applications.

·      Supporting the distribution of incoming and outgoing COL HR mail and emails ensuring any items requiring urgent attention are highlighted to the relevant colleague.

·      Assisting with the running of the office: e.g. electronic scanning and filing.

What will I learn?

  • You will acquire interpersonal skills through corresponding and communicating with various members of academic and professional staff/students via emails, telephone and face-to-face interaction.

·      Gain experience working within the COL HR Office, following instructions under guidance.

·      Become conversant with HR matters within a Higher Education institution.

·      Experience and learn the importance of working accurately and methodically with attention to detail in relation to HR matters.

·      Using Excel and other Microsoft Office systems as well as Business Intelligence tools in an office environment.

·      Receive specific in-house training on the University of Edinburgh’s HR systems.

·      General administrative duties required in a busy office, such as photocopying and scanning documents, and responding to email queries.

·      Obtain SVQ Level 2 or 3 Business Administration.

What qualifications / qualities are required?

·      Modern Apprenticeships are open to people of any age, funding for training is available to those aged 16-24

·      National 5 or above in English and Maths required.

·      Enthusiasm, commitment and great attention to detail.

·      Good numeracy and literacy skills.

·      Working understanding of the basic functions of Microsoft Office Suite e.g. Excel, Word.

  • Ability to follow instructions and pass on information in a clear manner, both written and verbal.
  • A willingness to learn and develop new skills.

·      A professional and sensitive approach to dealing with confidential documents and situations.


How to apply

Please send your CV to