HR Coordinator

Candidate Information Pack

October 2025

About Us

Magdalene College is one of the ancient Colleges of the University of Cambridge, it was originally
founded in 1428 and re-founded in 1542. Although we are rightly proud of our history, we are a
thoroughly modern and forward-looking College.

We have developed a strong programme in the Sciences alongside traditional strengths in Arts subjects
and the first priority for students is academic work. However, there is also a thriving extracurricular life in
the College, and we take pride in the high level of pastoral care offered to junior members. There are
around 600 undergraduate and postgraduate students, and just over 100 Fellows and the Master who
together make up our warm and thriving College community.

The College employs just over 100 members of staff across various departments including Alumni and
Development, Academic Office, Finance, Catering, Maintenance, Gardens, Libraries, Porters,
Housekeeping and IT. Further information is available from the College’s website
http://www.magd.cam.ac.uk

College Facilities for Staff

Staff are able to use the College gym which consists of a weights gym and a room with cardio equipment.
The College also has a squash court and Eton Fives court. These can be booked through the Porters
Lodge. Basketball, tennis and volleyball courts along with football Astro pitches can be booked through
St John’s College.

Magdalene is registered with Cycle Scheme, a tax-efficient scheme for buying a new bicycle.

During the summer staff may use the College punts for up to two hours. These should be booked
through the Porters Lodge.

The College has a social committee who run events for staff, including the annual day trip which is open
for all staff to attend.

Meals

All staff working a shift of a minimum of 4 hours per day are eligible to take a free lunch. This includes
permanent staff and those on a fixed term contract. The value of the meal is up to £7.20 per day which
equates to over £1600 per year for those working in College 5 days a week.

Family Friendly Policies

The College offers enhanced maternity, paternity and adoption pay as well as generous sick pay for those
who have more than six months service.   College staff are also eligible to apply for spaces at nurseries
run by the University which offer subsidised rates. This is in addition to the flexible working policy. More
details on all of these are in the Staff Handbook.

Benefits

The college offers a range of benefits, including:

•  Group Life Assurance.
•  Help@hand Portal where you can access remote GP appointments, medical second opinions,

savings and discounts, financial support and much more.

•  Wellbeing classes such as pilates and yoga.
•  Flu jabs.
•  College pension contributions of up to 12% plus up to 10% staff contribution.
•  Eye tests with Specsavers.

Department Information
The HR department is a small team consisting of an HR and College Office Administrator, HR Coordinator
and HR Manager (all part time) who report to the Assistant Bursar.  The team are responsible for
managing all aspects of employee’s employment journey from placing adverts, administering the
recruitment process, training and development and any employee relations issues.  Although the College
is part of the wider collegiate University the HR policies and procedures are developed internally.  The
work of the team is therefore varied and covers all HR functions.

Working Conditions
Which statement best describes the environment in which the role will primarily be based?
Office based. Some travel to similar sites may be required. Normal health and safety requirements
will be followed.

Physical Requirements
Which statement best describes the physical demands of the role?
Requires normal physical effort associated with an office environment (or equivalent).

Sensory Requirements
Which statement best describes the sensory demands of the role?
Uses normal office equipment and/or standard tools.

Role Summary

The College is looking to appoint to the role of HR Co-ordinator working within the HR team.  The
postholder will have responsibility for assisting line managers with recruitment, drafting employment
contracts and dealing with first line HR queries.

Responsible to: HR Manager

Job Description

Main Duties and Responsibilities

Recruitment and onboarding

•  Assist with the preparation of job descriptions and recruitment packs
•  Assist line managers with providing suitable interview questions
•  When requested support line managers by sitting on interview panels
•  Draft offers of employment including calculating annual leave entitlements.
•  Draft the paperwork relating to casual workers, ensuring all checks are completed
•  When necessary assist with the recruitment of Fellows.
•  When required draft contracts of employment for new Fellows.
•  Assist in the provision of feedback to candidates after the recruitment process
•  Support the onboarding of new members of staff including providing the HR Induction

Employee relations and resourcing

•  Advise managers and staff on less complex employee relations issues this could include sickness absence,

disciplinary, performance or grievance cases.

•  Act as note taker at formal hearings
•  Ensure all payroll paperwork is received and logged, including right to work checks
•  Work closely with the Senior Payroll Administrator responding to queries regarding salaries and ensuring

information on accrued annual leave is correct
•  Assist with the process of salary benchmarking
•  Administer the DBS check process where necessary
•  Assist the HR manager with the review and promotion of employee benefits
•  Pull together items for the monthly wellbeing newsletter

Employment changes

•  Draft paperwork for amendment to contracts including changes of hours, roles and pay
•  Confirm the maternity or family leave entitlements to members of staff.  Conduct the risk assessments for

pregnant employees.

•  Respond to straightforward HR queries regarding policies and the staff handbook

Training and development

•  Booking, monitoring and logging training completions e.g. first aid training
•  Provide reports to Head’s of Department on completed training for their teams.

End of employment

•  Writing letters to confirm resignation acceptance and calculating accrued annual leave entitlement.
•  Respond to reference requests
•  Conduct exit interviews and produce reports on recurring themes or issues.

Other

•  Assist with writing reports for committees e.g. updates on staff changes, sickness absence reports

Person Specification

The following criteria are appropriate to this post:

Knowledge and experience:

•  Experience of working in an administration capacity within HR
•  Educated to A-level (or equivalent standard)
•  Level 5 CIPD qualification
•  Knowledge of employment law
•  Experience of preparing contracts and calculations such as annual leave
•  Knowledge of working time legislation and case law around payment for annual leave
•  Knowledge of employment rights and the different types of employment status
•  Experienced user of Microsoft Office
•  Demonstrate factual and theoretical knowledge of HR Administration including equality and

diversity legislation

•  Experience of implementing new ways of working
•  Experience of advising managers on handing employee relations issues such as poor performance,

disciplinary situations or sickness absence.

Personal skills and abilities:

•  Excellent communication and interpersonal skills
•  Excellent organisational skills with the ability to meet deadlines
•  The ability to take ownership of the HR processes but to know when to flag concerns
•  Ability to build and maintain effective working relationships and networks
•  Able to develop and promotes new ways of working to improve performance
•  Ability to resolve complex problems
•  Ability to work independently and unsupervised

Remuneration and Benefits

Hours of Work
The working hours are 27 per week, although ideally the hours would be split across at least four days a
week.  There is some flexibility on the exact number of hours and the work pattern. The post will be based
in Magdalene College but subject to the demands of the role and in accordance with the Hybrid Working
Policy, the post holder may be able to work from home for part of the week.

Remuneration
The post is offered at a salary of up to £24,533 per annum for 27 hours per week.  The full-time
equivalent salary is £32,938 per annum.

Holidays
The College offers full time members of staff 33 days leave a year, including bank holidays.  This is pro-
rata for those who are not full time.

Pension
The post holder will join the College’s auto enrolment pension scheme with generous additional
contribution options on completion of probationary period.

Probationary and Notice Period
There will be a six-month probationary period. Upon successful completion of the probationary period,

the notice period will be two months

How to Apply
Please download and complete both parts of the application form from the College website at
www.magd.cam.ac.uk/about/vacancies/non-academic.

Send your completed application by email to the HR Manager, Hannah Millward, at hm611@cam.ac.uk.

The College postal address is:
HR, Magdalene College, Magdalene Street, Cambridge CB3 0AG

Enquiries
Further enquiries about your application may be made by email to hm611@cam.ac.uk

Closing Date
The closing date is 9am Monday 17th November 2025 with interviews being held on Monday 1st
December 2025.

HR Department
Magdalene College
Magdalene Street
Cambridge
CB3 0AG

hr@magd.cam.ac.uk
01223 332100

www.magd.cam.ac.uk