1

Reviewed 31st May 2017 This job description is not necessarily a comprehensive definition of the post or statement of procedures and tasks, but sets out the main expectations of the post holders professional responsibilities and duties. It will be subject to review and it may be subject to modification or amendment

HR Administrator

Level/Salary Range:

NJC Mossbourne

21,500 - 23,500 Position Type: Permanent FT

Department: Central Services HR Team

Summary

The post holder will work as a part of a close-knit multi-functional professional team which has to operate flexibly to meet pressured and complex demands. Working to the HR Manager but in close cooperation with other members of the HR and Finance teams, the post holder will be supporting the recruitment and induction processes for all the Academies in the Federation whilst aiding in the delivery of an effective and efficient operational HR service.

Key Accountabilities

The Post holder is responsible for:

Undertaking administrative duties, answering routine telephone calls and dealing with face to face enquiries

Communication and liaison with all Federation Staff

Administrative support for the recruitment process on each Federation site

Providing clerical support to the HR Team e.g. photocopying, filing, emailing

To undertake typing and other IT based tasks including minute taking for meetings

Develop and maintain orderly and structured filing systems, taking full account of confidentiality and data protection guidelines.

Maintain stationary supplies for the HR Team

To be responsive and proactive in the face of competing priorities within a demanding role.

- The above principal accountabilities are not exhaustive and may vary without changing the character of the job or level of responsibility

Person Specification/Key Skills/Key Requirements

General:

1. To support the HR Advisors in the coordination of staff recruitment for all Federation Academies

- To assist in writing Job Descriptions and Person Specifications - To arrange advertising and handle queries from potential candidates - To schedule and co-ordinate interview days (which include practical and written tasks, panel

interviews, school tours), book rooms & refreshments, and liaise with candidates prior to the day

2

Reviewed 31st May 2017 This job description is not necessarily a comprehensive definition of the post or statement of procedures and tasks, but sets out the main expectations of the post holders professional responsibilities and duties. It will be subject to review and it may be subject to modification or amendment

- To assist in maintaining the Federations electronic recruitment resources (Job Descriptions and Person Specifications, interview activities and questions)

- To assist in ensuring compliance in terms of safer recruitment and other relevant legislation, and to monitor developments in the field

- To maintain records of the candidates, short-listing and final evaluation processes

2. To assist with pre-employment administration for all new staff including trainees joining the Federation.

- To prepare and send appointment letters and related documentation

- To assist in the management of all pre-employment checks, ensuring the collection of references, DBS check, medical questionnaire, qualifications, and others as required

- To order and issue contracts of employment, and ensure these are agreed and signed - To assist with the management of employment contracts and contract renewals for peripatetic

staff

- To ensure new employees are established on all school systems (including payroll)

3. To create and maintain staff records, including the design and maintenance of filing systems when required

- To create and maintain up-to-date staff records in the staff database SIMS and HRIS - To assist in reporting on staff and applicant data as requested - To record absence information in SIMS/HRIS - To ensure data is up-to-date and accurate and to generate the annual Workforce Census, in

conjunction with the Data Team, for submission to the Department for Education

- To maintain the Single Central Record for pre-employment checks (including DBS checks)

- To be conversant with the requirements of the Data Protection Act, and manage staff data accordingly

4. To assist the HR Advisors in dealing with Staff HR enquiries

- To be a point of contact for staff with HR queries, and deal with them in a timely manner

- To respond to staff queries about pay, and other terms and conditions of employment in liaison with the HR Advisors

5. Other Duties

- The post holder must be flexible to ensure the operational needs of the Federation are met. This includes the undertaking of duties similar in nature and responsibility as and when required, through the various locations of Federation Academies.

- The post holder must promote the Federations Equal Opportunities Employment Policy

- The post holder must be aware of, and comply with, policies and procedures relating to safeguarding and child protection, reporting all concerns to an appropriate person.

- The Health and Safety at Work Act (1974) and other associated legislation places responsibilities for Health and Safety on all employees. Therefore, it is the postholders responsibility to take

3

Reviewed 31st May 2017 This job description is not necessarily a comprehensive definition of the post or statement of procedures and tasks, but sets out the main expectations of the post holders professional responsibilities and duties. It will be subject to review and it may be subject to modification or amendment

reasonable care for the Health, Safety and Welfare of him/herself and other employees in accordance with legislation and the Federations Safety Policy.

- All Federation staff have a responsibility to safeguard and promote the welfare of students. The post is subject to an enhanced DBS disclosure.

Person Specification

Essential [E] or

Desirable [D]

Requirements

Assessment Criteria

Interview Application form

Task

Experience

E

Relevant experience of working in a busy office or customer service environment

D

Conversant with, and an advocate of, HR best practice

E

Ability to use initiative and prioritise work

E

Understand and comply with procedures and legislation relating to confidentiality and Data Protection

E Ability to work independently and part of a team

D Understanding of effective recruitment processes

D Understanding of employment law, including the Equality Act 2010 and data protection legislation

Education & Qualifications

D Educated to degree level or above

D An HR Qualification (CIPD)

IT knowledge

E Must be adept in Microsoft Office use and preferably with experience of a HRIS

D Experience of working with SIMS or other school based MIS software

D Ability to swiftly adapt to and utilise new/various systems/software

Behavioural Competencies

4

Reviewed 31st May 2017 This job description is not necessarily a comprehensive definition of the post or statement of procedures and tasks, but sets out the main expectations of the post holders professional responsibilities and duties. It will be subject to review and it may be subject to modification or amendment

E Excellent written and verbal communication

skills, and the ability to utilize these effectively

with diverse audiences

E Ability to meet ALL deadlines ensuring work products are of a consistently exemplary standard

E Must have the upmost integrity as well as high

levels of motivation and commitment

E Proactive approach with efficient time

management and prioritisation skills

E Genuine interest and passion for the

education of young people and the

ability to contribute more widely to the

life and community of the Federation

E Customer focused with excellent

customer care skills

Applicable to all staff

E Undertake training as required to so in

order to fulfil the requirements of the

role

E Support Mossbournes efforts both

verbally and non-verbally (i.e. Via

actions and attitude), including

adjusting performance and practice in

accordance with Mossbournes

initiatives and findings

E Recognise your role as part of the

succession of Mossbourne

E Play an active role in terms of

safeguarding all students and adults

E Excellent punctuality and attendance