Job Description

To lead on the administration aspects of the University’s immigration processes for staff. This will require the post holder to support the provision of advice to the University community in managing compliance with sponsor duties, supporting the development of systems and processes to enhance compliance and ensuring that appropriate documentation is obtained and effectively retained.

This will involve high level knowledge of the systems and rules and policies around immigration and right to work in the UK. You will ensure that advice and guidance provided is professional and customer focused at all times.

This role operates from within an integrated HR service, supporting colleagues across our community, better meet the needs of the University.

Main Duties

Process control and enhancement

• To support processes (including prioritizing actions and changes), that ensure compliance with Tier 2/skilled worker & Tier 5 sponsorship duties are reconciled with how the University is structured and operates

• Ensure staff understand their role regarding immigration compliance and update them on changes to processes/rules accordingly

• To support the administrative aspects of ensuring appropriate documentation is collated and made available for Tier 2/skilled worker & Tier 5 sponsored employees/researchers

• To ensure that right to work checks are carried out and appropriate action taken within UKVI timeframes

• To priorities immigration-related issues requiring attention and ensure that they are dealt with in order of importance and highest impact

• Champion the use of University Systems to ensure operational efficiency, transparency and consistency

• Monitoring absence records of migrant employees to ensure records are kept and to escalate any matters which require reporting to UKVI

• Supporting managers and employees in completing records correctly, including offering advice and training where necessary

• Providing a knowledgeable, professional and efficient first line HR immigration compliance service to the University

• Working collaboratively with team colleagues in the prioritization and handling of workloads, supporting others within HR as required

• Ensuring staff personnel files and data in all HR systems is up to date, complete and in line with policy and good practice

• Managing and monitoring tracking systems where required to ensure the transparency of HR services and enable effective customer management

• Become an expert on new immigration processes as and when these are introduced

Advising on immigration matters

• To provide advice to the University community regarding immigration queries, influencing their practices and decisions and developing their knowledge and skills. The post holder will be expected to resolve most issues but more complex matters should be referred to the Immigration Compliance Officer

• To advise on how Certificates of Sponsorship may be obtained

• To advise on absence monitoring process and use of Core HR systems

Risk Assessment and Management

• Continually evaluate all staff related immigration processes to ensure compliance and identify required enhancements and develop/suggest recommendations for potential solutions for consideration by HR management

• Support the delivery of risk mitigation measures associated with the recommended solutions, under the direction of the Immigration Compliance Officer and Manager

• Prepare and organize files in support of internal and external immigration audits

Enhancing institutional awareness and understanding of its obligations

• To co-lead, with the Immigration Compliance Officer/Manager, the building of management awareness of sponsor duties and immigration compliance relating to staff through 1:1 briefings, presentations, workshops and the development of supporting materials

• To provide advice, explanations on procedures, and feedback to colleagues and managers at all levels in the University on staff-related immigration issues

• Keep up to date with changes in Immigration rules

• Represent HR at monthly meetings including the Visa Assessment Process Working Group

Self

• Contribute to regular team meetings, 1-1's and performance reviews ensuring that own skills are aligned to team, department and University requirements.

• Provide support and cover for other team members during demanding workloads and absence as part of own personal development.

• Develops own professional skills through continuous professional development and proactively gathering knowledge and best practice through practical experience and related project work.

• Support with the coaching and training of less experienced colleagues/new team members.

• Priorities own work load and monitor activities ensuring they are completed to the agreed time scales.

• Actively participating in broader process and technical improvements that support the University and HR strategy

The post holder may also be required to carry out other duties as required

Required Knowledge, Skills, and Abilities

Demonstrable job-related experience of exercising initiative and judgment to identify and resolve daily problems within established processes and policies. Proven ability to communicate confidently and accurately both verbally and in writing with the ability to express complex ideas coherently through a variety of media and to a range of audiences. Be able to exercise discretion regarding the handling and management of sensitive information. A good level of education including a minimum of Grade C in GCSE English and Mathematics (or equivalent). Well-developed organizational skills with a proven ability of attention to detail. Good IT skills including Microsoft packages. Knowledge and experience of working with complex administrative & information systems. Proven ability to manage own workload within agreed deadlines as well as with direction from others and often progressing tasks concurrently. A flexible approach to work with the ability to multi-task to meet changing priorities. Experience of working within an HR or recruitment department or shared services environment. Knowledge of staff/student right to work processes (desirable). Excellent customer service skills applied in a working environment. Self-motivated, demonstrated through a drive to meet challenging business targets and progress one’s own professional development. Ability to work under pressure and meet tight deadlines. Ability to work with minimum supervision and escalate tasks where required. A good team worker with the ability to work effectively with staff at different levels of the organization. Demonstrable tenacity in ensuring compliance is achieved. The ability to complete tasks based on only broad direction and with minimum supervision. Demonstrates understanding of how the University operates and a sensitivity to its political and organizational priorities, and applies this to own work. Displays awareness of own impact and tact and diplomacy. Ensures work is undertaken within the university governance.