Contacting HR

1-19 Torrington Place
9th and 10th Floors
London WC1E 7HB
Tel: +44 020 7679 1843

HR Service Standards

1. Introduction

Human Resources currently comprises approximately 90 staff spread across 6 teams. HR staff are located at 1-19 Torrington Place, Maple House and 3 Gower Place.  Human Resources is committed to providing a quality, timely and efficient service which reflects corporate, departmental and faculty objectives.  On occasion where a service standard might not be possible to be achieved, this will be communicated to the manager as soon as possible and a date for completion negotiated with the manager concerned.   

From the arrival of new staff members to their departure, Human Resources seeks to provide an excellent service in all aspects of employment.  The New Staff reception which is located on the 9th floor of 1-19 Torrington Place, enables new staff to present themselves and relevant documents to HR during their first few days of employment.

The website for new appointments can be found at www.ucl.ac.uk/hr/new_starters/

The HR website will enable you to identify who your departmental contact is. This is where all enquiries should be directed in the first instance. The web address is  www.ucl.ac.uk/hr/staff/ ..

Visitors to Human Resources should note that all sections are generally available to visitors 10 am – 4 pm Monday to Friday. However, it may be possible to access Human Resource staff outside these times subject to prior agreement.

The following table outlines in general terms, response times by the HR teams to enquiries made. More specific information will be given in point 3 where a breakdown of the service of each HR team will be given in more detail.

Phone messages

will be returned within 24 hours if they are left within the working day – possibly longer if it is clear from the call that is acceptable.

Email

will be responded to within 2 working days if received on a normal working day.

Letters

will normally be responded to within 3 working days. Holding letters will give information about when a full response will be available.

Work permits

will be processed and forwarded within 3 working days of receipt of all necessary information.

Appointment letters

will be issued within 5 working days of receipt of Finance Division approval and all necessary paper work from the department.

Meetings

Notes of meetings which a member of the HR Division is minuting, will be completed within 5 days unless a different time frame is agreed.

2. Location details

HR DIRECTOR

10TH FLOOR

1-19 TORRINGTON PLACE

HR CONSULTANCY

10TH FLOOR

1-19 TORRINGTON PLACE

HR EMPLOYMENT CONTRACT ADMINISTRATION

9TH FLOOR 

1-19 TORRINGTON PLACE

HR INFORMATION

9TH FLOOR

1-19 TORRINGTON PLACE

PAYROLL/PENSION SERVICES

9TH FLOOR

1-19 TORRINGTON PLACE

HR ORGANISATIONAL DEVELOPMENT

10TH FLOOR

1-19 TORRINGTON PLACE

HR POLICY AND PLANNING

9TH FLOOR

1-19 TORRINGTON PLACE

HR OCCUPATIONAL HEALTH SERVICES

4TH FLOOR

3 GOWER PLACE

 

HR TEAMS

HR Payroll/Pension Services

Head of Pensions, ECA, and Payroll  - Jon Everard

1. Office Hours

Payroll and Pension Services (PAPS) is open for personal enquiries between 10.00am to 4.00pm Monday to Friday.
Telephone queries will be responded to during 09.00am and 5.00pm.

2. Correspondence / Telephone Enquiries / E-Mail / Personal Callers

  1. Correspondence arriving into PAPS: Dependent on the nature of the letter, a reply will be sent within five working days.  An acknowledgement will be sent if it is anticipated a longer response time is necessary.
  2. Correspondence leaving PAPS: All correspondence will be signed and dated by the appropriate payroll / pension administrator.  Letters and envelopes to staff will be marked 'Private & Confidential'.
  3. Telephone Enquiries: Where possible, dependant on the nature of the enquiry, telephone calls will be dealt with immediately.  All telephone calls will be returned and callers given an update on proceedings within twenty-four hours.
  4. E-Mail:  All enquiries by e-mail will be dealt with as soon as possible.   The originator will be notified by return e-mail of the intended timescale.
  5. Personal Callers:  Enquiries will be taken at the counter on the 9th floor   and where necessary referred to the relevant administrator during the above office hours.

3. Payment of Salaries

Salaries are paid into a bank account or building society accounts on the last working day of the month.  Payslips will be available online around the 26th of each month. The payslip however will not be guaranteed until pay day.

Employees will receive a P60 income tax form by 31 May of each year for the preceding tax year in accordance with HMRC regulations.

All payroll information direct from employees and departments where appropriate, must be received by PAPS by the stated deadline for payment to be made on the last working day of each month.

4. New Employees

  1. Where details of bank/building society accounts have not reached PAPS in time for salary payment, an exception has been made for new employees to receive their first salary payment by cheque, unless required to attend New Staff reception.  The cheque and payslip will be sent to the home address as given together with a letter requesting details to be forwarded to PAPS.  Failure to do so may result in a delay in receiving the next salary payment.

  2. A new member of staff who is eligible to join a pension scheme will be written to shortly after joining UCL.  We are obliged by The Pensions Act 1995 to make new members of staff aware of the occupational pension scheme within two months of becoming eligible.

5. Transfer Requests from a Previous Pension Scheme

Where a new member of staff completes a form requesting a transfer value from a previous scheme, the completed transfer request form is passed to the relevant pension scheme.

Transfer offers typically take six months to be produced.  Transfer offers are sent to the member for review and decision within one day of being received in PAPS.

Note that some transfers can take twelve to eighteen months to complete.

6. AVC Quotes

 An estimate for an AVC quote prepared by PAPS will normally be sent to the member within one week of the request.  Some quotes may require verification from the pension scheme which may result in a longer response time.  In these instances the member will be advised.

7. Statement of Retirement Benefits

 An estimate of retirement benefits prepared by PAPS will normally be sent to the member within one week of the request.  Some estimates may require verification from the pension scheme which may result in a longer response time.  In these instances the member will be advised.

8. Leavers

For leavers, the final payslip and P45 are posted to the home  address at the month end. Addresses can be checked on My View. 

For staff retiring from UCL and being in receipt of an occupational   pension, the income tax form P45 will be submitted to the relevant pension scheme.

For pension purposes, staff leaving UCL employment are written to within two weeks of PAPS being notified of their departure.  The member should receive a statement sent to their home address from their pension scheme within eight weeks of the scheme being notified.

9. Retirements

Payroll and Pension Services should be informed at least three months before a member of a scheme wishes to retire.  An estimate of benefits request will be made to the relevant scheme.  The estimate and forms requiring completion will be sent to the member within one week of receipt from the scheme.  Once completed and returned to PAPS these will be forwarded within one week to the relevant pension scheme. 

HR Consultancy

Director - HR Consultancy  -  Charles Oboh

The Human Resources Consultancy Team,  provides a professional advice and guidance service to managers and staff on non routine employment related issues.  This includes:

Office hours are 9.00am to 5.00pm but there is usually someone available from 8 am – 6 pm.

Request for Grading Reviews

Full details of the grading review are available on the HR website at http://www.ucl.ac.uk/hr/docs/Grading_Procedure_for_Support_Staff-final.php

The team will confirm receipt of these applications within 2 working days of arrival in the HR Consultancy Services Team.

HR Employment Contract Administration

Please see ECA webpage

 

HR Organisational Development  

Head of Organisational Development – Charlotte Croffie

1. Office hours

Staff are normally available between 9 30-4.30,  Email is the preferred first point of contact.   The team’s offices are based on the 10th floor of 1-19 Torrington Place.  

2. Training and development  rooms

During terms 1 and 2, training normally takes place in the seminar rooms located in the sub basement of 188 Tottenham Court Road.This will be made clear in the joining instructions. UCL has a commitment to use accessible training venues and all joining instructions will ask participants to inform the team  of any access or other needs.

The rooms will be left tidy with tables and chairs arranged in a U-shape for the next user.

3. Course booking

Booking requests must be accompanied by authorisation from managers or supervisors.  Places are normally offered on a first come first served basis, the team do reserve the right to allocate places based on a priority need.

If the course is full, or has to be cancelled, individuals will be informed within 3 working days and alternate arrangements made

4. Course cancellations

Participants should notify the team  immediately if they need to cancel their place on a course as there may be someone waiting for a cancellation. 

Currently, departments will be charged for cancellations within three working days of the course, and non-attendance, at a rate of £50 per cancellation.  This will be made clear in the joining instructions.

5. Joining instructions

 Joining instructions will normally be sent out two to four weeks before the date of the course.  Late bookings will be dealt with as quickly as possible.  Joining instructions will be sent by email and will give clear information about the time, venue, course leader and overall purpose of the course.   Exceptionally, confirmation of a place may be made over the telephone.

6. Training records

The team record training attendance on all programmes organised by them. Records are maintained in accordance with the Data Protection Act. 

Organisational Development  expectations of staff

Individuals are asked to ensure

Courses start promptly at the advertised time and there may be occasions when it is not possible to admit latecomers.

HR Occupational Health Services

Head of Occupational Health Services - Ms Angela Graneek

The Occupational Health team aims to assist UCL to promote the physical and psychological well being of its employees, and where appropriate, its students. This is achieved by advising UCL managers and staff on the effects of health on work and work on health.

Located on the 4th Floor of the Health Centre Building at 3 Gower Place , the Occupational Health Service is available from 9-5 , Monday to Friday. Please note that access is via stairs or a lift.

Full details of the service standards can be found at the individual web link. A brief summary is given below.

Pre-placement/Pre-employment Health screening

http://www.ucl.ac.uk/hr/occ_health/what_do_we_do/pre_employment.php

Health questionnaires will be screened and an outcome letter sent to the manager within 2 working days of receipt of the questionnaire.

Health surveillance for respiratory sensitisers
http://www.ucl.ac.uk/hr/occ_health/what_do_we_do/occ_health_surveillance.php

The OHS operates a recall system to remind staff when screening is due.

Advice on fitness to work and rehabilitation to work following illness or injury
http://www.ucl.ac.uk/hr/occ_health/what_do_we_do/management_referral.php
Appointments are offered within 10 working days of receipt of a referral form.

Work-related immunisation (including Travel)
http://www.ucl.ac.uk/hr/occ_health/what_do_we_do/vaccines_work.php

Appointment should be made with OHS well in advance of travel; immunisations may need to be given over a period of time and some take time to become effective. Every effort will be made to accommodate staff travelling at short notice. Appointments are offered within five working days of request for immunisation against blood borne viruses.

Holiday Immunisations (charged to the employee)
http://www.ucl.ac.uk/hr/occ_health/what_do_we_do/vaccines_holiday.php

Appointments for holiday immunisations are offered within ten working days, where available. Work related appointments will always take priority over appointments for holiday travel. Occasionally staff may be given details of alternative travel clinics if appointments are not available.

Employee Assistance Programme and Counselling service
http://www.ucl.ac.uk/hr/occ_health/services/index.php
Counselling appointments are offered through the Employee Assistance Programme.

HR POLICY AND PLANNING, PROCESS & INFORMATION OFFICE

Director - HR Policy & Planning - Geoff Lang

The Policy and Planning team are located on the 9th floor of 1-19 Torrington Place. Office hours are 9 am - 5 pm. Meetings outside this time will be subject to arrangement.

A team of Policy and Reward officers, led by Fiona Daffern, provide the following services:

A dedicated Equalities and Diversity team headed by UCL's Head of Equalities and Diversity, Sarah Guise, is responsible for:

Geoff can be contacted on 020 3108 3987 (53987) g.lang@ucl.ac.uk

HR Information & Reporting Office

The HR Information & Reporting Office is responsible for managing UCL's HR web site, producing workforce reports, annual statistical returns, provide Helpdesk support for HR systems and managing development and maintenance of HR information systems.

In addition to the generic standards set out at http://www.ucl.ac.uk/hr/docs/hr_service_standards.php the service has the following specific standards:

The HR information & Reporting office act as the intermediary between HR and systems managers in UCL Information Systems, Management Systems and external third parties who supply systems to UCL HR.

Contact Us
If you have any enquiries about the HR Information service please contact:

HR Administrative Process Team

The HR Administrative Process Team is responsible for the development of HR Administrative systems and processes in line with UCL policy requirements, delivering training on the UCL HR administrative systems, the placement of recruitment advertisements and booking of temporary agency staff.

The service standard for the placement of advertisements for recruitment is 72 hours from receipt of the completed advertisement, including appropriate financial approval, HERA grading and redeployment clearance.

Contact Us
If you have any enquiries about the HR Process service please contact:

Complaints

Concerns regarding the meeting of  HR Division Service Standards should be addressed to the managers detailed below in the first instance and referred to the Director of Human Resources, Nigel Waugh, on 41625 or n.waugh@ucl.ac.uk, if the matter is not satisfactorily resolved.


HR Operations and Information including all matters to do with the administration of the employment relationship (contracts of employment, maternity leave etc.) and HR data/information.

Angela Graneek (37721) a.graneek@ucl.ac.uk
Occupational Health Services including the Staff Counselling and Mediation Service.

Jon Everard (41284) j.everard@ucl.ac.uk
Pensions, Employment Contract Administration,and Payroll

Charles Oboh (41274) c.oboh@ucl.ac.uk
HR Consultancy Services including support to managers on all aspects of performance management including probation and appraisal (staff review). Also grievances, work permits, academic promotion and grading review.

Geoff Lang (53987) g.lang@ucl.ac.uk
All aspects of HR Policy and Planning development including equal opportunities in employment, pay, job evaluation, benefits and the accommodation service.