Job Description. As a Board of Governors, staff and student team, we embrace and are motivated by:

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1 Job Description Job Title School/Department Job Holder Responsible to Assistant HR Advisor (Maternity Cover) Human Resources Vacant HR Advisor Date February Job Purpose You will be required to provide a comprehensive Human Resources (HR) support service to the Conservatoire, providing support to staff across all areas. Under the supervision and support of the HR Advisor, you will be involved in the coordination and administration of variety of areas of the HR function, including recruitment, employee contracts and the maintenance of the integrated HR/Payroll system. The HR department has a front facing enquiries desk which each Assistant HR Advisor operates on a 1.5 days per week rotational basis. During your allotted time on the enquiries desk you will be required to respond in real-time to a variety of enquiries via the dedicated HR inbox, telephone and face to face. OUR VISION: To be Scotland s globally-recognised and inspirational leader in learning for the performing arts, attracting and nurturing the best Scottish and international creative talent. As a Board of Governors, staff and student team, we embrace and are motivated by: Inclusivity, diversity and individuality. Disciplinary excellence and innovative cross-disciplinary collaboration. Breaking down barriers and challenging boundaries. 1

2 The advancement of creative citizenship and leadership across the performing arts for our nation and for the world. As a member of staff you will be expected to actively embrace these principles and demonstrate them in the course of your work. Our Strategic Plan is based on the following four pillars: 1. Driving focused excellence. We will: Create a culture of continuous professional development, to enhance and enrich the experience of our students and staff. Ensure that we deliver choice and flexibility to our students and embed pedagogical skills throughout our curriculum. Attract outstanding teachers and artists of international repute, who will act as a magnet for outstanding students. Apply technology to enhance our students learning experience and to make us more efficient and effective. Deliver advancement and scholarship campaigns to support the development of a world-class creative campus and to attract and retain the best artists, teachers and researchers. Further enhance the quality, reach and impact of our research. Develop a sector-leading approach to improvisation through our curriculum. 2. Promoting diversity. We will: Diversify art forms and disciplines, enrich the pool of talent, and connect more widely and deeply with diverse communities. Develop ground-breaking RCS Community Centres of Excellence through great partnerships. Nurture the talent of more of Scotland s young people, so as to increase their choices and opportunities. 3. Advancing lifelong learning. We will: Nurture talent, creativity and active citizenship in all of our students. Develop excellence in the Junior Conservatoire, connecting us with more talented young people through focused and active partnerships with schools and key stakeholders Innovate our open access programme to contribute to the well-being and fulfilment of individuals of all ages and backgrounds. 4. Embracing our role as a national and international performing arts institution. 2

3 We will: Inspire and engage young people through creating a Teach Arts for Scotland programme, promoting excellent performing arts teaching in schools. Recognise and celebrate excellent arts teaching in Scotland s schools. Create an International Advisory Board to help realise our vision and advance our values on the world stage. Build partnerships and new relationships nationally and internationally. Be a national and international advocate for education in the performing arts. 2. Duties and Responsibilities In relation to recruitment, in accordance with the Conservatoire s Recruitment and Selection Policy and Procedure, and under the guidance of the HR Advisor, you will be required to: Liaise with line managers to determine requirements, including undertaking exit interviews, the preparation or review of job descriptions; preparation of Staff Review Board papers for approval; drafting adverts; providing advice on appropriate advertising media; placement of adverts; ensuring information is placed on the Conservatoire s website and extranet Ensure appropriate information is issued to applicants, and necessary data is logged such as equality and diversity data, in accordance with the Conservatoire s systems and processes Ensure short-listing packs are prepared, distributed and collated following short-listing process, including the confirmation of shortlist and notification to candidates of interviews Ensure all panel members are Recruitment and Selection trained and if not, ensure training is undertaken prior to interviews taking place Coordinate and participate in all aspects of the interview process, including the preparation of timetables, issues of letters to candidates, room bookings, preparation of interview packs for panel members, notify candidates of outcome of interviews (both successful and unsuccessful) Prepare appropriate documentation following the appointment of a new member of staff (including issue of contracts, job descriptions, ensuring PVG checks are undertaken where required, references received, and appropriate internal communications are made) Organise and undertake inductions with new staff members, including HR inductions and departmental inductions, in accordance with the Conservatoire s processes Ensure appropriate and accurate data is input on to the HR Department s Management Information Systems (MIS) and that personnel files are appropriately managed and maintained 3

4 In relation to Staff Development and under the supervision of the Deputy Director of HR, you will be required to: Ensure appropriate and accurate data is input on to the HR MIS and attendances logged on personnel files and appropriate reports as necessary Provide advice to staff regarding the Conservatoire s Staff Development Policy and Procedure, ensuring appropriate forms are provided, completed and processed for staff development requests In relation to Employee Relations, Absence Management and Family Friendly policies you will be required to: Provide confidential note-taking support in relation to investigations and reviews Ensure any sickness absences are input on the HR MIS and the Payroll department is notified Provide advice and assist with the processing of maternity, paternity and adoption leave queries, including requests made under the Family Friendly Policy In relation to employment contracts, you will be required to: Liaise with staff across the Conservatoire in order to prepare, issue and collate fee paid, part time hourly paid and permanent / fixed term contracts in accordance with the Conservatoire s policies and processes, ensuring that appropriate checks are made prior to contracts being issued, and that information is received and communicated to the relevant departments Provide information and advice to staff and line managers in relation to legislative requirements involved in the recruitment and employment of fee paid and part-time hourly paid staff. Where appropriate, ensure that queries are directed to the appropriate member of the HR department for resolution Ensure that information is input into the MIS accurately and in a timely manner Undertake PVG Checks in accordance with the Conservatoire s systems and processes, ensuring all relevant information is logged and tracked appropriately To assist in the effectiveness of the department, you will be expected to: Participate in the HR Enquiries Desk rota in place within the department, and assist in the management of the humanresources@rcs.ac.uk inbox Review, develop and maintain systems and processes to ensure maximum effectiveness Under the direction of the HR Advisor, review existing policies, and where necessary research and prepare new policies and procedures in line with best practice and legislative developments, for consideration at appropriate committees / forums Provide support to the HR Advisor in the administration of the monthly pension auto-enrolment process 4

5 Provide ad-hoc committee servicing and note-taking as required Be responsible for regular data inputting/recording for the purposes of producing HR KPI s Undertake data inputting and filing on a weekly and monthly basis Participate in the Conservatoire s Goals Setting and Career Review process Undertake any other reasonable duties, as required by the HR Advisor and the Deputy Director of HR. General Responsibilities (all staff) a) Health and Safety To take care of your own health and safety at work and that of other persons who may be affected by your work activities. To apply at all times best practice in health and safety. You must safeguard the health and safety of all persons affected by the work activities you supervise at any premises you have control over. To work in the safe manner in which you have been trained and instructed and to advise your line manager of any health and safety issues you become aware of. b) Policies and Procedures To familiarise yourself with the detail of the Conservatoire s Policies and Procedures and to actively ensure adherence. c) Use of equipment and other appliances To take fullest care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Conservatoire or provided or issued by a third party for individual or collective use in the performance of your duties. d) Dignity at Work and Study To uphold the Conservatoire s Dignity at Work and Study policy and practices and to treat all colleagues, students and contacts with respect and in accordance with the values of the Conservatoire. To promote and deliver excellence in services that value all staff and students. To recognise and acknowledge the potential multiple barriers to participation and success that exist for applicants, students and staff with care experienced backgrounds; those with caring responsibilities; and those with protected characteristics, and to work with colleagues across the Conservatoire to collectively identify ways in which the barriers can be reduced and eliminated e) Personal Development To continuously enhance best practice in your area, undertaking training and Continuous Professional Development as appropriate. 5

6 f) Information Technology To implement security measures to protect against unauthorised access to, alteration or disclosure of information held on computer and to ensure adherence to the principles of the Data Protection Act and appropriate IT policies and procedures. To undertake any training in the operation of new technologies and associated systems as required. g) Vision To promote and adhere to the Conservatoire Vision. Scope of the Job Financial: You will have no financial responsibilities, however you will be expected to operate within appropriate HR budgets. Staff: You will not have any line management responsibilities. Others: You will be expected to involve yourself in all aspects of Conservatoire life, to promote the department s integration within all departments, and to enable the team to become integral HR business partners within the schools and academic support functions. 4. Context Operating Environment: Internally, the Conservatoire is an intense, student-centred environment in which students are regarded as professionals in training. Performance is the Conservatoire environment. The human resources department requires each member of the team to operate across the full spectrum of the human resources function, thus enabling greater equality of workload and support mechanisms through improved knowledge sharing. This will ensure reduced workload pressure points and enable staff to develop their skills and knowledge to progress within the human resources function. Framework and Boundaries: As a member of the HR department you will be required to work within the Conservatoire Strategic Plan, the Conservatoire Regulations, Health and Safety 6

7 Regulations, Policies and procedures and Quality Assurance processes required by the Conservatoire as well as the appropriate departmental policies. You will be expected to actively engage in health and safety and to be responsible for your own health and safety in the course of your work. Given the nature of human resources, each member of the team will be responsible for ensuring that they are aware of all policies and procedures across the Conservatoire, and familiarise themselves with new and revised policies and procedures. 5. Relationships Line Manager: HR Advisor You will have daily contact through natural workload communication and liaison. Twice weekly meetings will take place with the HR team to discuss workload, plan activities and resolve any issues arising. There will also be 6 weekly one-toone meetings with the HR Advisor to discuss on-going work within the department and discuss any issues arising. Other Contacts: a) Within the Conservatoire: You will be required to maintain regular contact with staff and line managers b) Outside the Conservatoire: You will be required to maintain existing contacts and initiate new contacts in relation to training and development agencies, newspapers / publications, other HEI s, CIPD and other professional organisations. 6. Knowledge and Experience Although the under-mentioned qualifications are desirable, equivalent skills and experience may be deemed equally acceptable. Whilst there will be a thorough induction programme in place to ensure you become familiar with the Conservatoire, it is expected that you will be able to quickly familiarise yourself with the workings of the team and be able to provide demonstrable support to the team from an early point. Qualifications: Essential: Certificate in Personnel Practice / Human Resource Practice or equivalent Desirable: ECDL or equivalent experience 7

8 Experience: Essential: Demonstrable administrative experience within an HR environment Experience of working in a busy office environment Demonstrable experience of IT packages such as Word and Excel. Experience of working accurately to tight deadlines Desirable: Experience of working within Higher Education or the Performing Arts sector Experience of providing general advice and support to staff across broad spectrum of HR issues, such as recruitment, staff development, employee relations issues, employment law. Knowledge and Skills: Essential: Knowledge of best practice in varied HR functions with particular emphasis on recruitment, contractual requirements and MIS. Knowledge of employment legislation and practices Knowledge of HR Management Information Systems Ability to work accurately to strict deadlines Ability to work with a variety of staff at all levels Excellent interpersonal skills Flexible approach to workload, ability to deal with changing workload priorities 7. Complexity You must be able to deal with staff at all levels, showing an understanding and caring attitude while advising on general policy areas. You will develop and maintain effective working relationships, both internally and externally, to promote the Conservatoire and effectively achieve its objectives. You will be expected to work as an integral part of all aspects of the Conservatoire, to build on and develop the credibility and robustness of the function. 8