Job Description

POST: Human Resources Manager

RESPONSIBLE TO: Principal

SALARY: Grade 7 Scale Point 29 – 31 £27,252 - £28,935

KEY RELATIONSHIPS: Academy Leadership Team; relevant teaching and support staff; Oasis Community Learning Human Resources and other central staff; LA representatives; partner professionals; parents; local community; other Oasis Academies.

LOCATION: Oasis Academy Coulsdon.

WORKING PATTERN: 37 hours per week, 52 weeks per year.

DISCLOSURE LEVEL: Enhanced

JOB PURPOSE: To provide comprehensive operational and strategic HR advice and support to Oasis Academy Coulsdon

To be responsible for the administration, organisation and smooth running of HR within the Academy.

To be responsible for maintaining the staff database on itrent and Sims, and the Single Central Record.

To contribute to the promotion of the general progress and well-being of staff within the Academy.

AREAS OF ACCOUNTABILITY:

Employment Practices

·  Provide the leadership team and line managers with appropriate advice, guidance and coaching on all HR issues in line with the Academy’s policies, employment law and good management practice in order to achieve academy objectives.

·  Assist and support the leadership team on specific HR cases involving grievance, mediation, disciplinaries, sickness absence, capability and provide advice and guidance on any other employment related matters to leadership and management.

·  Assist and support the Regional HR Manager with restructures redundancies and TUPE advising managers where appropriate, administration of all correspondence and attending meetings as required.

·  Oversee the issuing of contractual documentation to new and existing staff and deal with terminations of fixed term/temporary appoints/probation and refer all other final stage terminations to Regional HR Manager.

Recruitment, selection and appointment

·  Ensure recruitment operates efficiently and complies with Academy guidelines and safeguarding requirements and annually review recruitment process and procedures to ensure they remain fit for purposes and rigorous. Place advertisements as directed by the Principal.

·  Keep the website up to date with current vacancies.

·  Prepare application packs for checking by the Principal.

·  Support the short listing process by ensuring that applications are passed to the Principal and relevant staff and Council members for short-listing at the end of day on the closing date.

·  Obtain references for teaching and support staff on receipt of the shortlisted field where candidates have agreed that referees may be contacted prior to interview. Oversee all pre-employment checks are completed in line with academy and DCSF guidelines including, references, list 99, DBS clearances, overseas checks and health questionnaire addressing any concerns as appropriate and advising on next stages.

·  In consultation with the Principal, send out invite letters, draw up the interview day programme, answer enquiries from candidates on the arrangements and supporting the day when necessary.

·  Send out the offer letter to the successful candidate, conduct all pre-employment checks and arrange start dates ensuring staff are not confirmed in post until all necessary pre-employment checks have been successfully completed.

·  Ensure all recruiting managers have completed safer recruitment training and renewals are completed in good time.

·  To provide advice and guidance to Principals and leadership team in relation to remuneration and pay determinations of teachers and support staff including senior appointments across the academy.

·  Ensure that all applicants are treated fairly in line with equal opportunity codes of practice and that monitoring takes place as required by law.

·  Liaise with Head office regarding job evaluations as required.

New Starters and internal appointments

·  Generate and issue the appropriate contract to appointed staff, completing variation to contract as and when required.

·  Track returned paperwork and send to relevant bodies e.g. Corazon, Central Oasis HR.

·  Organise new starter Induction liaising with appropriate colleagues.

·  Track regular reviews in line with probation period ensuring that line managers are aware of procedures and return completed paperwork in good time and informing the Principal of concerns.

Disclosure and Barring (DBC) Checks and Vetting and Barring (VB) Checks

·  Check DBC application forms and ensure that completion errors are kept to a minimum.

·  Check Identification and countersign DBC forms.

·  Follow up with the Principal any DBC applications that are returned with disclosures prior to sending to the DBC and issues arising from checks.

·  Ensure returned forms are followed and track applications online.

·  File information on DBC check following data protection procedures.

·  Obtain DBCs and VB checks for consultants, agency staff and volunteers in accordance with Academy Policy.

·  Ensure that Single Central Record database of DBC, VB is kept up to date.

Staff data base and Personnel records

·  Populate and maintain staff records HR Management Information System.

·  Add new staff to the Blue Sky Database and keep up to date as required.

·  Complete filing related to HR.

·  Keep employee personal data up to date in file and HR MIS (telephone contact, next of kin, emergency contact etc.).

Payroll & Finance

·  Oversee the academy’s payroll amendments submission in line with payroll deadlines to ensure staff are paid correctly and amendments are actioned alongside Finance Manager ensuring that the relevant documentation is completed.

·  Deal with escalated queries regarding pay, salary movement, over and under payments and changes in terms and conditions that affect pay.

·  Work closely with Business and Finance Director in reviewing staffing costs and budgets, changes in budget and pay related discussions.

·  Manage HR Budget and be responsible for appropriate allocation of expenditure in line with HR requirements.

Performance management

·  Oversee the administration and recording of the academy performance management system.

·  Provide advice to managers on how to effectively manage staff performance and deal with underperformance.

·  Ensure arrangements exist for performance and management of staff including induction and management of probation period.

·  Support AP Lead on training and appraisal in the provision of CPD for support staff.

Standards and Systems

·  Lead on ensuring HR standards and systems are in place and comply with current statutory and other requirements across the academy.

·  Continuously reviewing HR systems and process to improve the efficiency and effectiveness of HR.

·  Keep abreast of relevant changes to Burgundy Book, Teachers Pay and Conditions and Green book in addition to employment law.

·  Providing advice to line managers on the application of policies and procedures and reviewing in line with local need.

·  Attend Health and Safety committee meeting contributing as necessary and ensure that staff accident reports are followed up accordingly.

·  Oversee the regularly cleansing of Data generated by Head Office on ITrent and Sims locally.

·  Lead on Single Central Record audit with Ofsted as and when inspections are due.

Strategic Development and Academy Development

·  Responsible, as a member of staff, for promoting and developing a positive culture and to ensure diversity within the Academy community is recognised and respected.

·  Contribute to the development of the Academy’s vision, values and aims and to abide by agreed professional behaviours and attitudes.

Payroll

·  In liaison with the Business and Finance Director ensure correct details are processed on payroll for all staff and that new staff are added.

·  Ensure monthly timesheets are collated and processed in a timely manner in line with Academy procedures.

·  Complete statutory salary updates as and when required.

·  Enter payroll information on HR MIS

Staff Turnover

·  Ensure exit interviews are carried out with every leaver, providing appropriate paperwork to the line manager.

Absence Management

·  Track staff absences and return to work interviews.

·  Complete Occupational Health referrals, set up workplace assessments and specialist appointments and training and liaise with Occupational Health when required.

·  Complete ill health retirement paperwork (liaising with central payroll for pension estimates from TP/LGPS).

Probation, Disciplinary, Capability and Grievance

·  Track probation periods for new support staff.

·  Support Line Managers in following the correct processes in relation to Disciplinary, Capability and Grievance and appeals.

·  Liaise with Central HR Business Partner in relation to action being taken.

·  At the direction of the Line Manager issue relevant letters to staff ensuring timelines are strictly followed, arrange meetings, take notes at meetings and ensure all paperwork including checklists is fully completed.

·  Advise Principal and HR Business Partner of appeals.

Data Returns

·  Provide data for DFE returns relating to absence and personnel including the Workforce Census.

·  Complete monthly HR report.

·  Complete pension audits in liaison with Central HR

·  Produce half termly staffing KPI data

Leave of Absence and Holidays

·  Ensure Leave of Absence requests are reviewed by the Principal, and staff are formally notified of the outcome of requests and personnel record and payroll is updated.

·  Manage and record holiday entitlements for support staff in liaison with their line managers.

·  In liaison with the Line Managers ensure 39+ week staff are aware of their work plan during Academy closure.

·  Track staff absences and return to work interviews.

·  Complete Occupational Health referrals, set up workplace assessments and specialist appointments and training and liaise with Occupational Health when required.

·  Complete ill health retirement paperwork (liaising with central payroll for pension estimates from TP/LGPS).

Statutory Advice

·  Advise staff on the process for retirement in relation to pensions and provide relevant paperwork (liaising with central payroll over contact with Teachers Pensions and LGPS)

·  Issue maternity guidelines and paperwork and ensure that risk assessments are carried out once the Academy is aware that a member of staff is pregnant.

·  Check maternity schedules provided by the payroll provider and produce letters for maternity pay for staff

·  Ensure paternity guidelines are followed as and when necessary and manage keeping in touch days.

·  To ensure that the Academy has copies of all policies from the predecessor local authority in relation to TUPE’d staff and from Oasis Community Learning in relation to new appointments.

Other

·  Keep computer records up to date.

·  Attend training including the Academy’s Training Days as required.

·  Attend team meetings

·  Participate in the Academy’s Performance Management process

·  The post holder will be subject to performance objectives agreed annually with the relevant body and these objectives will be reviewed annually.

Safeguarding Children

·  Oasis Community Learning is committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including enhanced CRB checks.

·  The above responsibilities are subject to the general duties and responsibilities contained in the Statement of Conditions of Employment.

·  The duties of this post may vary from time to time without changing the general character of the post or level of responsibility entailed.

Person Specification

Human Resources Manager

Our Purpose

Oasis Academies exist to provide a rich and balanced educational environment which caters for the whole person - academically, vocationally, socially, morally, spiritually, physically, emotionally and environmentally. Our task is to serve our students as well as to provide a learning hub for the entire community. In this way we will raise aspirations, unlock potential and work to achieve excellence through encouraging a ‘can do’ culture which nurtures confident and competent people.

Oasis Community Learning Ethos

Our ethos is an expression of our character - it is a statement of who we are and therefore the lens through which we assess all we do. Our work is motivated and inspired by the life, message and example of Christ, which shapes and guides every aspect of each of our schools. This is foundational to our belief that all people are created and loved by God as equal and unique beings, and to our commitment to model inclusion and compassion throughout all the aspects of the life and culture of each Academy community.

For further information, please refer to the Oasis Community Learning Purpose, Ethos and Values document which accompanies this job description.

Essential / Desirable
Qualifications / Min 5 GCSE’s to include English
Certificate in Personnel
Working towards Further HR qualifications / CIPD Qualified
Leadership and management
Experience, Skills and knowledge / 3 years’ experience in fast past HR administration or HR role
Excellent written skills and the ability to prepare written work to a high standard
IT literate in Microsoft Office / Working Knowledge of i-Trent HR
Personal Qualities / Have a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethos
Ability to work on own initiative with excellent planning and organisational skills.
The ability to work with people at all levels
Flexible, helpful attitude
Ability to interpret and follow procedures