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Contact the casual worker team

This page contains information on engaging and managing casual workers, including: 

  • Legal and regulatory requirements relating to the hiring of casual workers
  • Set-up of a new or existing casual worker with a new work assignment
  • Casual worker payment
  • Information on roles

If you cannot find the information you are looking for on this page, or under the Frequently Asked Questions, please contact the Casual Worker team, using the button on the right.

Legal and regulatory requirements 

When hiring casual workers, there are a number of employment and immigration regulations that must be adhered to. Failure to do so can have serious consequences for the hiring manager, College and the worker.

In brief:
For the manager, it is illegal:

  • to ask a worker to start an assignment before you have conducted a check which confirms their right to work.
  • to assign work in excess of the maximum weekly hours permitted by their visa conditions.
  • to continue to assign work to a worker whose right to work has expired.

For the worker, it is illegal:

  • to work if they do not currently have the right to work.
  • to work in excess of the maximum weekly hours permitted by their visa conditions.

Please note that the College payroll team are not permitted to process a payment for a casual worker if this will breach our legal obligations as an employer.

Please read the full 'Legal & regulatory requirements' in the Guidance box and do not hesitate to contact the Casual Worker team if you have any questions or need any training or support.

Remember that if you ask someone to carry out work before the appropriate checks have been undertaken then the individual will not be paid and you may have a personal liability.

Worker set-up

Below is a summary of the steps you need to follow for casual worker set-up. 

Hiring managers in departments with a regular requirement for casual workers should follow their local departmental processes.  These departments have been issued with a dedicated Requirements Schedule, which triggers the worker set-up process and provides a forecast of upcoming work assignments for the Casual Worker Team, while providing departments with detailed information about the right to work status and visa limitations of each of their workers. Links in the Guidance box provide a view of the full worker set-up process and instructions on how to fill in the Requirements Schedule.

Departments with an ad hoc or low volume requirement for casual workers, please follow the 'Casual worker request form' link in the Forms box and submit your completed form to the Casual Worker team using the contact button.

Worker set-up

New casual workers

  1. Hiring manager identifies the need for a casual worker.
  2. This requirement is captured in the Requirements Schedule, on the Work Requirements tab (this may be by the hiring manager, or a departmental authoriser, which varies by department).
  3. Once a casual worker has been identified, the hiring manager may offer them the work (although they cannot start work) and if they accept, the Work Requirements tab in the Requirements Schedule should be updated with their details.
  4. When a worker’s details are entered, the Requirements Schedule will automatically show whether they are an existing casual worker. If not, a contact number for the new casual worker should be entered into the Requirements Schedule.
  5. The Casual Worker team will receive notification and will organise for the worker to attend an onboarding and Right to Work check, create a record for them in ICIS and issue a Casual Hours Agreement.
  6. Once the onboarding of the new worker is complete, the Casual Worker team will update the ‘Date work can commence from’ box in the Requirements Schedule and will also notify the departmental authoriser, hiring manager and worker, via email.
  7. The casual worker may begin work on the assigned date.

Existing casual workers

  1. Hiring manager identifies the need for a casual worker.
  2. This requirement is captured in the Requirements Schedule, on the Work Requirements tab (this may be by the hiring manager, or a departmental authoriser, which varies by department).
  3. Once a casual worker has been identified, the hiring manager may offer them the work (although they cannot start work) and if they accept, the Work Requirements tab in the Requirements Schedule should be updated with their details.
  4. When a worker’s details are entered, the Requirements Schedule will automatically show whether they are an existing casual worker. If yes, information will be given on whether they are working in any other departments, and whether they have any restrictions on the hours they may work.
  5. This will also trigger the Casual Worker team to check whether the worker requires a new Casual Hours Agreement to be issued.
  6. Once these checks are completed, the Casual Worker team will update the ‘Date work can commence from’ box in the Requirements Schedule and will also notify the departmental authoriser, hiring manager and worker, via email.
  7. The casual worker may begin work on the assigned date.

Worker payment

Casual workers are paid on a monthly basis. The dates by which the Pay8B form must be submitted to the Casual Worker team can be found on the Payroll deadlines page.

Hiring departments and casual workers should follow this process for worker payment:

  1. The casual worker fills in the timesheet provided by the department and submit to their manager for approval.
  2. The manager checks that the hours recorded are correct and then sends the Pay 8B form to the departmental authoriser.
  3. The departmental authoriser verifies the hours and submits all Pay 8B forms to the Casual Worker team.
  4. The Casual Worker team will perform checks on visa hours. If these have been exceeded, the departmental authoriser and casual worker will be notified. The Compliance team will be consulted to aid a resolution and record any breaches.
  5. Finalised Pay 8B forms will be submitted by the Casual Worker team to the Payroll team for payment of the casual worker.

Roles

The following list describes the roles casual workers may undertake and their basic pay rate. These are grouped into the 'work types' that correspond with the Requirements Schedule. 

Roles

Academic Research

If you are offered work to support academic research then a full description of the role and associated hourly rate will be provided to you ahead of the assignment start date.

Administration Support and Library Services

Imperial College have opportunities arise for Casual Workers to undertake assignments within Library Services in addition to Administration roles within various departments across the college. A full description of the role and associated hourly rate will be provided to you if you are offered this type of work ahead of the assignment start date.

Academic Teaching including Visiting Lecturers

Imperial College have opportunities arise for Academic professionals to undertake a temporary assignment to support with Academic Teaching. This can be as a Guest Speaking or a Visiting Lecturer. A full description of the role and associated hourly/daily rate will be provided to if you are offered this type of work ahead of the assignment start date.

Campus Services - Operations

The list of jobs and job descriptions below is still in development.

JobLink to job description
 Catering Assistant  Catering Assistant - Job Description
 Events Catering Assistant  Events Catering Assistant - Job Description
 Events Operations Assistant  Events Operations Assistant - Job Description
 Events Technician

 

 Recreation Assistant  Recreation Assistant - Job Description
Summary of the table's contents

Professional Consultancy

Imperial College have opportunities arise for Casual Workers to undertake assignments within non-academic professional roles. A full description of the role and associated hourly rate will be provided to you if you are offered this type of work ahead of the assignment start date.

Student Union - Operations

The list of jobs and job descriptions below is still in development.

JobLink to job description
Receptionist Receptionist - Job Description
Bar Staff Bar Staff - Job Description
Catering Assistant  

Catering Assistant - Job Description

Events Assistant Events Assistant - Job Description
Retail Assistant Retail Assistant - Job Description
Administrator Administrator - Job Description
Summary of the table's contents

Student Ambassadors

The list of jobs and job descriptions below is still in development.

JobLink to job description
Student Blogger Student Blogger - Job Description
President's Ambassador President's Ambassador - Job Description
President's Ambassador - Senior Senior President's Ambassador - Job Description
Programme/Activity Leader - Solo  
Programme/Activity Leader - training another  
Programme/Activity Leader - being trained  
Programme/ Activity STEM Ambassador  
Senior Residential Assistant  
Makerspace Duty Manager  
Reach Out Lab Duty Manager  
Primary Outreach Ambassador  
Summary of the table's contents

Teaching Support

Teaching support jobs and their associated duties vary by hiring department. The list of jobs and job descriptions below is still in development.

DepartmentJob Job Description
Aeronautics GTA - Lower rate  
Aeronatuics GTA - Upper rate  
Aeronautics Administrator  
Aeronautics Marking  
Chemistry UTA  
Chemistry GTA - Lower rate  
Chemistry GTA - Upper rate  
Chemistry Invigilator  
Computing UTA  
Computing GTA - Lower rate  
Electrical and Electronic Engineering UTA  
Electrical and Electronic Engineering GTA - Lower rate   
Electrical and Electronic Engineering GTA - Upper rate   
Electrical and Electronic Engineering Invigilator  
Physics GTA - Lower rate  
Physics GTA - Upper rate  
Physics Invigilator  
Materials UTA  
Materials GTA - Lower rate  
Materials GTA - Upper rate  
Mathematics Invigilation  
Mathematics Marking  
Mathematics Demonstrating (standard)  
Mathematics Peer Tutor  
Mathematics TCC Technician  
Mathematics Event Assistant  
Mathematics Demonstrating (Year 1 & 2 problem classes)  
Mathematics Chief Invigilator  
Mathematics Demonstrating (Year 1 & 2 Senior GTA)  
Mathematics Marking (2nd exams)  
Mathematics Demonstrating (higher)  
Mechanical Engineering GTA  
Mechanical Engineering Non teaching  
Medicine UTA  
Medicine GTA - Lower rate  
Medicine GTA - Upper rate  
National Heart and Lung Institute (NHLI) UTA  
National Heart and Lung Institute (NHLI) GTA - Lower rate  
National Heart and Lung Institute (NHLI) GTA - Upper rate  
National Heart and Lung Institute (NHLI) Invigilator  
Summary of the table's contents