KINGSTON MAURWARD COLLEGE

JOB DESCRIPTION

Job Title:Human Resources Administrator

Post Reference No:HUM5

Job Purpose:To provide a range of administrative duties and advice to managers and staff to support the Human Resources team in delivering an effective service to the College.

This role may give the opportunity for an Apprenticeship to be studied, depending on the qualifications of the post holder.

Reports to:Human Resources Manager

Grade/Salary:£15,095per annum which is Point A17on the Support Staff Salary Scale.

Hours:37 per week

Status:Permanent

Safeguarding Status:Kingston Maurward College considers itself a ‘specified place’ for the purposes of safeguarding legislation and therefore all posts at the College are Regulated Activity. Someone cannot be employed by the College if they are barred from working with children or vulnerable adults.

The College recommends that new staff join the DBS Update Service. This means that the DBS is ‘portable’ and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check.

Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future.

Functional Links With:All college staff, but particularly Academy and Section Leads, Executive Assistants to Senior Management Team and Academy and Section Administrators

  • Vision:

An enthusiastic individualis sought to provide the full range of administrative duties in the College’s Human Resources Team. Work will include supporting the recruitment process, from advertisements through to appointments and the administration of all staffing matters. The successful candidate will be fully conversant with MS Office and have excellent organisational and administrative skills. Successful administrative experience in a busy office environment is essential preferably within an HR setting or related field. Key to this role is having a ‘can-do’ attitude and a proactive, solution-oriented approach. This role may give the opportunity for an Apprenticeship to be studied, depending on the qualifications of the post holder.

Main Tasks and Duties:

  • To produce letters and associated documentation in a timely and professional manner.
  • Full administrative involvement with all aspects of the staff recruitment process from advertisements through to appointments. This will include giving advice to managers on advertising sources and timescales, ensuring compliance with this procedure and interviewing for new staff.
  • To act as a Disclosure & Barring Service Signatory for the College and to carry out DBS, Immigration and Occupational Health checks in line with current legislation.
  • Liaison with the Payroll Officer ensuring that correct payment details are implemented for new and existing staff.
  • To collect, enter and monitor staff sickness absence data, bringing any issues of concern to the attention of the HR Manager. This will include working with the Payroll Officer to monitor and advise on instances of staff half-pay and to undertake Absence Management Reviews with managers and staff
  • To ensure the accuracy of staffing changes information submitted by Managers.
  • Assisting with ensuring compliance with the College’s Staff Induction Procedure including oversight and improvements of the College’s Staff Induction Handbook (memory stick).
  • Assisting with the maintenance of the College’s Human Resources database; setting up and maintaining staff records. This will include administering regular checks on the HR data held for all College staff.
  • To take responsibility for the maintenance of personnel files.
  • To produce termly reports on sickness absence for Section Leads Performance Management Reviews.
  • To produce reports for the HR Manager related to equality and diversity in respect of staff recruitment activities.
  • To carry out interviews for new staff, together with other Managers.
  • To carry out exit interviews with staff who leave the College.
  • To provide confidential administrative support for HR/staffing meetings as required including the taking and typing of minutes.
  • To take active responsibility for safeguarding and promoting the welfare of children and vulnerable adults in College.
  • To promote an active commitment to equality and diversity.
  • To undertake such personal staff development as is agreed to be necessary for the development of the role and the individual.
  • To set a high standard of professionalism.
  • To monitor customer satisfaction and continually seek ways of improving the service for which the post is responsible.
  • To regularly review, adapt, and improve systems and procedures.
  • To support the College’s commitment to quality assurance including Investors in People and self-assessment.
  • To support inspiring and challenging education and training for all learners and promote participation by a wider group of learners.

This range of tasks should not be construed as definitive or exhaustive due to the changing external environment within which the College operates. Other duties may be required within the general scope of the post.

Person Specification:

Essential / Desirable
Educational
Qualifications /
Experience /
  • English & Maths at GCSE A*-C or equivalent
  • Well developed administrative skills exemplified by appropriate and recognised qualifications and/or demonstrable experience and competence.
  • Successful administrative experience in a busy office environment - preferably within an HR setting or related field.
  • Fully conversant with MS office and competent in using mailmerge
/
  • Certificate/Diploma in Administration Level 2 or above
  • NVQ Business Administration Level 2 or equivalent
  • ECDL (desirable)
  • Level 3 qualification (A-Level / NVQ Level 3 / Key Skills Level 3 / National Diploma / Advanced Apprenticeship
  • RSA Stage III in Word Processing or equivalent
  • Previous experience of working in an educational environment.
  • Confidence and experience in minuting meetings and producing accurate records as a result.
  • HR qualification or willingness to work towards.

Knowledge /
  • Good working knowledge of database functionality
  • Have a clear understanding and knowledge of current debates within the FE/HE sector.

Skills /
  • Excellent interpersonal skills - ability to communicate effectively with staff at all levels within the college and external organisations and agencies both orally and in writing.
  • Good organisational and administrative skills.
  • Ability to meet deadlines and prioritise workload.
  • Ability to use own initiative and produce accurate work within agreed timescales.
  • Able to manage conflicting priorities while working under pressure.
  • To be able to provide a high level of customer care.
  • Discreet and tactful.
  • Able to maintain confidentiality.
  • Analytical skills

Personal Attributes /
  • A ‘can-do’ attitude and a proactive, solution-oriented approach.
  • A flexible approach
  • Ability to problem solve
  • Self-directed with a high level of personal drive.
  • Commitment to achieving excellence through continuous improvement.
/
  • Keen to embrace and deliver change.

Other requirements /
  • Prepared to work flexibly to meet work requirements.
  • Commitment to safeguarding and promoting the welfare of children and vulnerable adults in college
  • Commitment to equal opportunities

Terms and Conditions:

  • This is appointment is permanent.
  • This role may give the opportunity for an Apprenticeship to be studied, depending on the qualifications of the post holder.
  • The Contract of Employment will be based on the provisions of the Kingston Maurward Support Staff Contract.
  • The salary for this post will be £15,095per annum which is Point A17 on the Support Staff Salary Scale.Working Hours will be 37 per week during Monday to Friday with flexibility to meet business needs.
  • The annual leave entitlement will be 25 working days to be taken during the period 1 September to 31 August plus agreed Statutory Bank Holidays and College closure days (pro rata for part time and fixed term appointments). (This paragraph not needed for term-time only appointments).
  • The appointment is subject to the satisfactory completion of a 9-month Probationary Period.
  • The notice period will be one month on either side.
  • Membership of the Local Government Final Salary Pension Scheme is available.
  • The appointment is subject to the College receiving satisfactory references.
  • The successful candidate is required to complete a pre-employment medical questionnaire that may result in a referral to the Occupational Health Advisor for a medical clearance prior to commencing employment.

Criminal Records – Disclosure and Barring Service check

The College is unable to appoint anyone who is barred from working with children or vulnerable adults to a Regulated position.

The offer of an appointment with the College will be subject to a satisfactory Enhanced Disclosure under the Protection of Children Act 1999 and the Police Act 1997.

This means that when applying for a post, candidates will need to detail all convictions they may have – both ‘spent’ and ‘unspent’. The successful candidate will be advised of the Disclosure process in the letter offering them the appointment. Kingston Maurward College adheres to the Disclosure and Barring Service Code of Practice in applying for Disclosures. Should you require a copy of the Code or our Policy Statements on the Recruitment of Ex Offenders or the Secure Storage Handling, Use, Retention and Disposal of Disclosures and Disclosure Information please contact the College Human Resources Manager.

Applications

Please return the completed Application Form by email to or by post to: HR Department, Kingston Maurward College, Dorchester, Dorset, DT2 8PY.

The Closing Date for Applications is:Monday 12th January 2015 at 9.00 am

Proposed Interview Date:Tuesday 20th January or Wednesday 21st January 2015

Applicants for this position must complete a college employment application form. CVs will not be accepted.

For an informal discussion about the post, please contactDanielle Bradley – HR Administratoron 01305 215 252 during normal working hours.

For further details on application forms or the recruitment process, please go to our website Alternatively, please contact the HR department by emailing .

The College welcomes applications from people with a disability and will offer interviews to all those who are able to reasonably fulfil the criteria outlined in this Job Description. If applicants with a disability shortlisted for interview require any assistance in attending please contact the College’s Human Resources Manager in order that alternative arrangements are made.

Following receipt of completed application forms, if you have not heard from the College within 2 weeks of the closing date regrettably you will not have been short listed on this occasion. All short listed applicants will be contacted within 2 weeks of the closing date or no later than 3 days prior to the interview date (where an interview date is specified).

Statement by appointed person:
(Section to be completed following offer of post to successful candidate)
I am pleased to confirm my agreementto the terms, conditions and duties stated within this job description and agree to undertake the role ofHuman Resources Administrator at Kingston Maurward College.
The College recommends that new staff join the DBS Update Service. This means that the DBS is ‘portable’ and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check.
Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future.
Signed: ......
Print Name (Block capitals): ......
Date: ......

1

W:\Human Resources (Alison Griffiths)\New Personnel\JOB DESCRIPTIONS\Human Resources\HR Administrator - HUM5.doc Date: 10/07/2014