Barking Abbey School

BARKING ABBEY SCHOOL

A Specialist Sports College

JOB DESCRIPTION

Job Title / HR Officer
Grade
Department / HR
Location / Upper School
Line Manager / HR & Payroll Manager
Line Management of / n/a

Purpose of the role

The HR Officer will be responsible for the provision of a high quality, effective and efficient administrative support to the HR & Payroll Manager in delivering strategic responsibilities for HR pathways, advice and direction within the organisation structure of Barking Abbey School.

The following indicate some of the principal tasks and responsibilities:

Key Responsibilities:

1.  To provide a high standard of administrative and personal support to the HR & Payroll Manager and Senior Leadership Team on HR matters.

2.  To deliver the HR Department’s administration of the end to end Payroll function including but not limited to starters, leavers, variations, pensions and benefits.

3.  To take specific responsibility for the updating of SIMS the personnel database, including information contained on the payroll provider’s portal or spread sheet.

4.  To manage the HR Department’s HR administration to include but not limited to the end to end recruitment process, flexible working applications, maternity, paternity, 1st stage informal sickness reviews and support the HR & Payroll Manager with raising occupational health referrals.

5.  To lead on (under the supervision of the HR & Payroll Manager) and ensure all school recruitment processes and administration adhere to Ofsted and best practice safeguarding requirements (within the education sector) including but not limited to the DBS process and the Single Central Record for staff and volunteers.

6.  Responsible for maintaining up to date and accurate records on all HR & Payroll trackers for vacancies, new starters, leavers, payroll, maternity/paternity, probation, induction, appraisals and sickness.

7.  To respond to queries from staff, students, Governors and outside agencies, by telephone, email and in person, and to undertake the collection of information from a number of sources in support of the HR function within the organisation.

8.  To provide advice and guidance to staff, who need differing levels of support and advice in line with school policies/ procedures.

9.  To undertake the Cover Supervisor role as and when required (training will be provided on this area and it is not expected to be a regular occurrence (only necessary if there are periods of absence due to sickness or staff training).

1.  Database Management

·  Managing and maintaining school MIS system database (SIMS) in terms of personnel functions and data entry, paying particular attention to information required for the annual completion of the staff workforce census.

·  Manage the annual data collection exercise (September pack) circulating appropriate documentation, chasing, collating information when forms returned and amending SIMS and the external payroll portal/spread sheet as necessary.

·  Lead on the creation of the annual staff workforce census.

·  To create and present regular reports, e.g. staff incremental progression reports, teacher TLR and Recruitment and Retention Allowances or any other ad hoc reports from SIMS for the Senior Leadership Team, and Governors, and submission to LBBD.

·  To work closely with the HR & Payroll Manager to ensure databases and spread sheet data is managed in compliance with Ofsted, UKBA, Disclosure and Barring Service and Local Authority legislation, and available for scrutiny at audit inspection.

·  Support the HR & Payroll Manager in producing Key Performance Indicator (KPI) data for reporting purposes as and when required.

2.  Payroll Management

·  Support the HR & Payroll Manager and the finance team where required in the preparation of reports identifying accurate full list of staffing costs, expected yearly incremental pay rises, and on-going changes to staffing during the academic year; and matters relating to audit to support financial probity of the school.

·  Be the main facilitator between the school and the school’s Payroll Provider.

·  To support the HR & Payroll Manager monitor monthly pay analysis reports from external payroll provider ensuring compliance with Barking Abbey database information, ensuring internal pay controls are adhere to, ensuring the correct audit process is followed, dealing directly with payroll provider and staff in terms of any under/overpayments etc.

·  To take responsibility for (having received SLT approval) the administration of all grade changes, pay amendments, updates and incremental rises and allowances are correct, communicating verbally and in writing with the payroll provider and staff in a timely and effective manner that meets audit requirements in line with STPCD, Burgundy and Green Book..

·  Responsible for the inputting of data on the payroll provider’s portal or spread sheet.

·  Advise payroll of all maternity/paternity leave applications and any changes to dates of return/amendments to contracts in relation to this.

·  Complete pension forms for staff, liaising with the LBBD Pensions department and the school’s payroll provider to ensure all pension details are correct.

·  Together with the Cover Manager collate monthly claims forms and input directly onto to payroll provider’s portal or spread sheet.

·  Provide the Senior Leadership Team and the Governors with accurate salary reports for budget setting and forecasting.

·  Manage the Childcare voucher, Cycle to Work and IT equipment salary sacrifice schemes, providing details to staff, the external provider and the Finance Office and uploading details to the external provider online portals where applicable.

·  Manage the preparation of yearly assessment letters of all teaching staff in liaison with the Senior Leadership Team, using SIMS and the mail merge facility.

3.  Personnel Record Management

·  Maintain individual personnel files (electronic & hardcopy) to effectively reflect and relate to standing and progress throughout their employment within the School, without infringing on their personal rights in relation to the Data Protection Act.

·  Ensure all records of personnel are to the standard required for audit investigation by internal and external agencies.

·  Carry out regular housekeeping on HR files for archiving purposes.

4.  Recruitment of Staff and Student Safeguarding

·  To provide advice, support and guidance to Line Managers and other senior members of staff to support the administration of an effective recruitment service in line with Ofsted safer recruitment practices, equality opportunities and the school's internal policy/procedures.

·  Amend existing job descriptions and person specifications where applicable and assist with the creation of new ones.

·  Support line managers in drafting vacancy advertisements and place adverts internally and externally seeking best value external adverts.

·  Create and maintain vacancy job files hardcopy & electronic.

·  Implement and manage high level security procedures regarding all pre employment checks for candidates (employees & volunteers) including but not limited to references, Criminal Records Check, List 99, Eligibility to work in the UK, Prohibited Teachers List, Medical check.

·  Inform candidates when unsuccessful in either being invited for interview or, following interview, being appointed to position.

·  Responsible for the compilation of all new starter documentation, including preparation of offer letters, employment contracts, new starter packs.

5. HR Administration

·  Responsible for the administration of yearly information packs, probation process, induction process and pension alterations, communicating relevant departments with current data and liaising with outside agencies as necessary.

·  Responsible for the administration of the staff leavers’ process and exit procedure.

·  Responsible for the administration of the support and teaching staffs' appraisal process, chasing and tracking receipt of all documentation and providing data/reporting to SLT.

·  Provide the necessary risk assessment and supporting documentation for those requiring Maternity and Paternity Leave. Report risk assessment issues to Maintenance Helpdesk.

·  Distribute and maintain accurate records appertaining to Business Interest and Data Capture forms.

·  Manage and resolve conflicting priorities and deadlines within HR on a daily basis.

·  Minute confidential meetings relating to staff sickness, disciplinary, grievance and capability.

·  Producing and amending template letters and forms as and when required.

·  Respond to a variety of queries from all members of the school community and outside agencies.

·  Any other HR related duty that may be reasonably directed by the HR & Payroll Manager or the Head Teacher.

·  Take responsibility for continuing self-development and participate in training and development activities.

·  Work flexibly in order to ensure deadlines are met.

The above mentioned duties are neither exclusive nor exhaustive and the post holder may be called upon to carry out such other appropriate duties as may be required by the Head Teacher within the grading level of the post and the competence of the post holder.

The school will endeavour to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition.

This job description is current at the date below but will be reviewed on an annual basis and, following consultation with you, may be changed to reflect or anticipate changes in the job requirements which are commensurate with the job title and grade.

Employees Signature / Date
Line Managers Job Title / Date

BARKING ABBEY SCHOOL

A Specialist Sports College

HR Officer - PERSON SPECIFICATION

Experience / Criteria / Essential
Essential / Desirable
Desirable / Assessment Method
Application A
Interview I
Task T
A / I / T
Experience of working within a school environment. / √ / √
HR and payroll administration experience relevant to the post, preferably in an education setting. / √ / √
Knowledge & Skills / An understanding of HR procedures and the value of HR Support within the school environment. / √ / √
Ability to understand and work within basic HR legislation and policies relevant to role. / √ / √ / √
Excellent computer literacy, including good knowledge of Microsoft Word, Excel, Email, Internet and Databases and produce data reports. / √ / √ / √
The ability to communicate effectively at all levels, both verbally and in writing. / √ / √
Excellent organisational skills. / √ / √ / √
Excellent attention to detail & ability to provide accurate HR information. / √ / √
Ability to prioritise in a fast paced environment. / √ / √
Ability to work under pressure and to meet deadlines. / √ / √ / √
Qualifications / Good standard of literacy & numeracy at GCSE level or equivalent. / √ / √
CIPD qualified or willingness to work towards. / √ / √
Attitude & Personal Qualities / Ability to learn quickly. / √ / √
Ability to adapt and respond to a variety of situations. / √ / √
Possess a sense of humour, sensitivity, tact and diplomacy. / √ / √
Understanding the need to use discretion and respect confidentiality. / √ / √
Have a service orientated attitude towards work. / √ / √
Honesty and Integrity. / √ / √
Ability to foster collaborative working relationships with all staff. / √ / √
Demonstrate a positive can do, solution focused attitude. / √ / √
Willing to contribute to a stimulating environment to maximise potential and empower staff and students. / √ / √
Engender a sense of belonging, and of pride in the school, yourself and the wider community. / √ / √
Commitment to safeguarding and promoting the welfare of children and young people / √ / √
Motivation to work with children and young people / √
Understanding of the requirements of data protection and disclosure of information. / √ / √
Ability to demonstrate an awareness of equality and diversity and to promote these through working practices. / √ / √
Willingness to be flexible regarding early morning starts/ late finishes as and when the need arises. / √ / √
Current driving licence and car for travel and transport between The Upper and Lower School / √ / √

Barking Abbey is committed to safeguarding and promoting the welfare of children and is an Equal Opportunities Employer.

This post is exempt from the Rehabilitation of Offenders Act 1974 and a comprehensive screening process, including a Disclosure & Barring check, will be undertaken on all successful applicants.

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