HR Administrator

Part-time Permanent Early career / Associate Level

Posted 08 Oct 2026

Description

About DUSA

Dundee University Students’ Association (DUSA) is an independent charity representing all students at the University of Dundee. Every student is automatically a member, and everything we do is shaped by their voice.

We’re here to help students thrive - academically, socially, and personally. From societies and volunteering to events, retail and hospitality, DUSA creates welcoming spaces where students can connect, belong, and make the most of university life.

We are also the independent voice of students. Through elected officers and representatives, we ensure students influence decisions that affect their education and experience. Our Advice & Support team provides free, confidential advice to students across a wide range of issues.

Based at the heart of campus in Dundee - a friendly, creative, and affordable city - DUSA operates seven days a week, delivering services, opportunities and support that put students first.

Purpose

We are looking for an organised, approachable and proactive HR Administrator to provide high-quality administrative support across our HR function.

This is a varied and people-focused role supporting key areas of the employee journey, including recruitment and onboarding, payroll preparation, employee records, absence, training and general HR administration.

Reporting to the HR Manager and working closely with colleagues across DUSA, the postholder will help ensure that HR processes are efficient, accurate and consistent, while providing a positive experience for candidates and employees.

The role would suit someone with strong administrative experience who is looking to develop their career in HR, as well as someone with existing HR administration experience.

Key Responsibilities

Recruitment & Onboarding

• Provide administrative support throughout the recruitment and onboarding process.
• Prepare and publish vacancy advertisements.
• Coordinate interviews, appointments, calendars and meeting arrangements.
• Communicate with candidates and provide timely information throughout the recruitment process.
• Prepare recruitment, interview and new starter documentation.
• Assist with offers, references and pre-employment checks.
• Set up and maintain accurate new starter records and HR system information.

HR Administration and Employee Records

• Provide day-to-day administrative support to the HR Manager across the employee lifecycle.
• Maintain staff absence records and obtain relevant information from employees and managers.
• Manage and monitor the HR mailbox, responding to routine HR queries promptly and professionally, ensuring queries are followed up and escalating more complex matters to the HR Manager as appropriate.
• Manage and maintain accurate, complete and securely stored HR documentation, including scanning, uploading and filing records in accordance with data protection requirements and DUSA procedures.
• Maintain spreadsheets, trackers and HR systems.
• Maintain accurate HR data and records and produce HR reports and management information to support effective HR management and decision-making.
• Arrange meetings, appointments and calendars as required.
• Obtain and provide employer references as required.
• Handle personal and sensitive information appropriately and maintain confidentiality at all times.
• Attend HR meetings as required and take accurate notes and actions, ensuring these are recorded and followed up appropriately.

Payroll Administration

• Prepare and process the HR information required for monthly payroll.
• Check and collate information relating to starters, leavers, changes to hours, contractual changes, absence and other payroll amendments.
• Ensure payroll information and supporting records are accurate and up to date.
• Assist with identifying and resolving payroll discrepancies and responding to routine payroll queries.
• Maintain confidentiality when handling payroll and employee information.

Training & Development

• Coordinate and book staff training and development activities.
• Communicate training arrangements and relevant information to employees and managers.
• Maintain accurate training records.
• Assist with monitoring mandatory and other relevant training requirements.
• Provide administrative support for learning and development activities and initiatives.

Compliance & Process Improvement

• Support the HR Manager in maintaining HR records and processes in accordance with relevant legislation, data protection requirements, DUSA policies and procedures.
• Identify and report administrative issues, discrepancies or gaps in information.
• Support improvements to HR administration, systems and processes as required.

Essential Experience and Qualifications

• 1–3 years' experience in an administrative, business support or similar role.
• Strong administrative and organisational skills, with excellent attention to detail.
• Ability to collaborate effectively with colleagues and build positive, professional working relationships across teams.
• Ability to manage competing priorities, organise workload and meet deadlines.
• Good written and verbal communication skills.
• Good numeracy skills and confidence working with figures, spreadsheets and data.
• Experience of maintaining accurate records and working to established processes and procedures.
• Ability to handle confidential and sensitive information with discretion.
• Confidence using digital systems, spreadsheets and databases.

Desirable Experience and Qualifications

• Experience of HR administration, recruitment, payroll or maintaining employee records.
• Experience of using an HR information system or database.
• Higher National Certificate or Diploma in Business Administration, Human Resources or a related subject.

About you

The successful candidate will be:

• Organised, methodical and reliable.
• Approachable, helpful and professional.
• Proactive and able to take responsibility for completing tasks.
• Able to work effectively both independently and as part of a team.
• Adaptable and able to respond positively to changing priorities.
• Committed to equality, diversity and inclusion.
• Willing to learn and develop their knowledge and skills.

Working Pattern

The role is a permanent salaried position of 20 hours per week, normally worked Monday to Friday.

The preferred working pattern is four hours per day between 10:00am and 2:00pm. The exact daily working hours within this window can be agreed with the successful candidate.

Salary and Conditions

The salary for the role is Grade 2 – £13,468 per annum pro rata.

There are no additional payments or allowances and no contractual entitlement to overtime. Any additional hours will be managed in accordance with DUSA's policies and procedures, including any applicable time off in lieu arrangements.

Company Overview

Dundee University Student's Association (DUSA) is a charitable organisation , devoted to providing support to the students of Dundee University. We are committed to creating an environment in which all staff, volunteers and members are supported to continuously develop their talents, skills and knowledge.

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