Job Title
HR Shared Operations Consultant
Grade and Salary
Grade 5, £26,707-£31,236 per annum
FTE and Working Pattern
Full time, Open-Ended
Reward and Benefits
28 days annual leave plus 9 institution closed days (including Christmas Eve if it falls on a weekday). For a full view of benefits, use the total rewards calculator at https://www.hw.ac.uk/about/work/total-rewards-calculator.htm
Purpose of Role
This role complements an existing team of 1 HR Shared Operations Supervisor and 3 HR Shared Operations Consultants headed by the Head of HR Shared Operations. Working closely with Recruitment and Payroll divisions, the role provides senior administrative and advisory support across the employee journey, operational projects, and initiatives. It collaborates with the Employee Relations team on case management and change management and supports Immigration and Global Mobility Advisor for Right to Work requirements.
Key Duties and Responsibilities
* Draft and issue contracts for permanent, temporary, and professors using existing templates.
* Provide pre‑onboarding support and ongoing immigration and Right to Work assistance to existing staff.
* Enter and maintain accurate pay and contract data in the Cloud ERP system according to payroll deadlines.
* Assist with Skilled Worker Visa and Global Talent Visa applications and advise staff on Right to Work visa queries, including verification checks.
* Calculate and advise on family leave entitlements (maternity, paternity, adoption, shared parental).
* Monitor contract end dates and support HR colleagues in issuing term‑and‑condition changes.
* Serve as the first point of contact for all HR queries via telephone, email, face‑to‑face, and the HR Helpdesk.
* Provide advice on contractual queries such as annual leave, sickness absence, etc.
* Research, gather, and interpret data from university systems for strategic partners; present data clearly to internal and external customers.
* Collaborate with the whole HR Operations team to document and improve processes.
* Carry out data reconciliation for annual pay element changes and other related processes.
* Perform any other duties reasonably requested within the posts grade and responsibility level.
Essential Qualifications
* Educated to SCQF Level 6 or equivalent experience.
* Considerable experience in a similar role with varied terms and conditions.
* Experience with UKVI Immigration and visa requirements.
* Competent with Microsoft Office suite, including Teams, SharePoint, OneNote, Outlook, and Excel.
* Well‑developed interpersonal and communication skills.
* Professional approach, able to work quickly, flexibly, and accurately in a dynamic environment.
* Clear written and oral communication; ability to interact with stakeholders at all levels.
* Ability to convey information to non‑technical audiences in a concise manner.
* Strong attention to detail and confidentiality when handling sensitive data.
Desirable
* Experience with UKVI legislation and compliance.
* Advanced Microsoft Excel skills and digital proficiency.
* Experience with Oracle HR system and troubleshooting.
About Our Team
Aim: Provide a range of strategic and operational HR support across all University campuses internationally, covering the full employee cycle from recruitment to departure. The role supports administrative functions, including contracts, employment wellbeing, remuneration, family leave, annual leave, and departure processes.
Additional Reward and Benefits
Salary: Grade 5, £26,707-£31,236 per annum, with negotiated pay award each August.
Hours of Work: 35 hours per week, Monday‑Friday 9 am‑5 pm, with flexible start/end times and hybrid working (2–3 days from home).
Pension: Auto‑enrolment to Local Government Pension Scheme; University contributes 23.8 % of salary, employee contributes 5.5 %–11.2 %.
Sick Pay: Full pay for up to 6 months, half pay for up to 6 months based on length of service.
Additional Benefits: Free parking, discounted sports, career development opportunities, internal vacancies, staff discounts, childcare vouchers, cycle‑to‑work scheme, give‑as‑you‑earn, fee remission (criteria applies).
Equality and Diversity
Heriot‑Watt University is committed to securing equality of opportunity in employment and to creating an environment where individuals are selected, trained, promoted, appraised, and treated on the basis of their merits and abilities. Equality and diversity are integral to maximizing potential and building a culture of inclusion for all.
We welcome applications from all sectors of society, particularly under‑represented groups. Flexible working options (part‑time, job share) are considered.
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