People & Culture Administrator apprentice

Duties & Responsibilities

1. General administration support to the People & Culture team
a) Preparation of letters to staff, this may include mail merge for large groups correspondence
b) Filing and archiving
c) Organisation and general housekeeping of SharePoint folders
d) Recruitment related administration (updating job sites, updating adverts, preparation of interview documentation, scheduling of interviews, booking rooms, assisting with right to work checks)
e) Assist with onboarding and offboarding of staff
f) General housekeeping of the HR Software system
h) Any other administrative tasks appropriate to the role

2. Administration for staff training records
a) Responsible for setting up new starters training logbooks on HR Software system and sending access information and instructions for completion
b) Following up with staff members to complete or renew their training activities, diarising further follow up and follow through until completed
c) Escalate cases where staff members are not completing to line managers /People & Culture Coordinator / Manager
d) Assisting staff with uploading of certificates of training to HR Software system or maintenance of logbooks
e) Assisting staff with training questions – responding in a timely and professional manner
f) Uploading training attendance lists to HR Software system
g) Sending out training resources and post training feedback surveys

3. Assisting with the administration of payroll
a) Assist the People and Culture Team with the administration of payroll
b) Processing starters and leavers on HR Software/Payroll systems
c) Collection of weekly timesheets from student staff / managers. Checking for accuracy, querying any anomalies or discrepancies with staff or managers
d) Entering data (e.g. hours worked, changes to salaries) to payroll system
e) Responsible for accurate record keeping in accordance with compliance and audit requirements
f) Resolving queries from student staff or escalating query to relevant person
g) Ensure the procedures relating to employment law are followed, in accordance with GDPR and data handling procedures

4. General Duties
a) Uphold and demonstrate the values and expected staff behaviours of BCUSU in working towards achieving the BCUSU vision
b) Committed to working as part of a team, and in collaboration with the wider BCUSU staff team, to support the delivery of BCUSU Strategy 2024+
c) Ensure compliance with all BCUSU policies and procedures, including but not limited to health & safety, GDPR, financial and HR
d) Complete all mandatory training and any other training and supervision sessions identified as beneficial to the job role or post holder when required
e) Promote the BCUSU equality, diversity & inclusion, wellbeing and sustainability agendas, embedding principles within all relevant aspects of the role to ensure BCUSU’s aspirations to be socially responsible and supportive
f) Make decisions within the defined level of responsibility
g) Effectively communicate with university staff, students and relevant external stakeholders
h) Undertake other duties that may be assigned by the employer, as might reasonably be expected within the grade of the post

Training Outcome:

While a full-time position with the company after completing the apprenticeship isn’t guaranteed, you’ll gain a broad set of transferable skills and valuable experience within a supportive team environment. This will place you in a strong position to pursue further career opportunities, either within the company or elsewhere in the industry.

Employer Description:
Birmingham City Students’ Union (BCUSU) is your student-led union—here from day one to enrich every part of university experience. As an independent charity working alongside Birmingham City University (BCU), we exist to advocate for all students and enhance your academic, social, and personal journey. BCUSU is an equal opportunity employer that is committed to diversity and inclusion in the workplace.

Working Hours :
Total hours per week will be 35 including training at college. Agile Working Policy: Flexi-time allows employees to set their own start and finish times, with line manager approval, as long as they work core hours 11am–2pm and meet business needs.

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Problem solving skills,Administrative skills,Analytical skills,Logical,Team working,Initiative,Non judgemental,Patience