We are seeking a dedicated and organised HR Administrator to join a fantastic central team working across schools in Brighton. This is a permanent, full-time position to begin from July 2024. The HR Administrator will play a critical role on behalf of the Trust in handling the day-to-day HR operations across two secondary schools and an adult learning provision in Brighton, to ensure efficient and effective human resources support for staff and faculty.
Responsibilities of this role will include, but are not limited to:
To work closely with the HR Partner and HR Safer Recruitment Co-ordinator to own and provide a proactive administration service to the academies within remit.
Key Duties and Responsibilities:
Recruitment and Selection
- Work with the Safer Recruitment Co-ordinator in order to carry out all post-offer recruitment activity.
- In periods of extended absence of the Safer Recruitment Co-ordinator, i.e., holiday, carry out all the administrative processes in the recruitment process. For example, prepare recruitment documents/packs, support in drafting adverts and job descriptions for the HR Partner(s), receive and log application forms, and manage emails.
- Work with the Safer Recruitment Co-ordinator to ensure that references and qualifications are obtained prior to interview.
- Undertake all necessary employment checks as set out in KSCIE, including DBS, prohibition, right to work, qualification, medical, and references.
- Collect ID and related information for Payroll and HR files on the employee’s first day.
- Ensure that all personnel files on EveryHR are fully populated with safer recruitment and Trust-required documents prior to commencement of employment.
- Prioritise notifying the HR Partner if any safer recruitment checks are incomplete prior to the candidate starting so that they may commence a risk assessment.
- Ensure that the new starter checklist is maintained at all times and is an accurate reflection of the onboarding process.
On-boarding and Induction
- Administer the process for new employees by:
- Preparing contracts and offer letters for the school supported by the HR Partner and HR Safer Recruitment Co-ordinator.
- Ensuring that new members of staff are uploaded onto EveryHR and Bromcom in a timely manner.
- Arranging pre-employment health checks for new starters.
- Applying for enhanced DBS certificates for new staff.
- Liaise with Payroll, IT, and all other relevant departments to coordinate equipment needed in advance of new starters commencing (laptops, school pass, Payroll, etc.).
- Administer the probation process, ensuring managers know when review meetings need to take place and that all systems are up to date.
- Update the SCR in a timely manner with new starter details.
Sickness and Absence
- Coordinate with School(s) and add absence information to EveryHR (or whichever system is in place) on a daily basis.
- Work with cover to ensure that they are in receipt of relevant information regarding staff absence.
- Upload sick notes and documentation to appropriate systems.
- Organize formal absence meetings for the HR Partner(s) to attend (book rooms, coordinate diaries, etc.).
- Arrange occupational health assessments as directed by the HR Partner(s).
- Minute formal meetings where appropriate.
Payroll
- Work with the HR Partner to ensure that all payroll instructions are prepared and logged in time for the monthly payroll run and submitted to the Payroll Officer. For example, contractual variations, new starters, leavers, address changes, etc.
Projects
- Assist the HR Partner and Chief People Officer with administration of projects.
- Undertake other activities identified from time to time commensurate with the level of the post.
Appraisal and Staff Development
- Support the HR Partner(s) and Chief People Officer in administering the School’s annual appraisal cycle, chase, collect and record completed appraisals and training needs.
Database and Staff Files
- Ensure that EveryHR accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave, and recording of sicknesses and other leave.
- Audit EveryHR regularly to ensure that staffing details held are accurate and current.
- Filing and uploading of all staffing related documents.
Advice and Guidance
- Escalate queries to the HR Partner(s) where appropriate.
- Assist in minute taking and case preparation (i.e., grievance, disciplinary, capability packs) for case work.
Leaver Administration
- Ensure resignations are acknowledged in a timely manner and notify the appropriate stakeholders including Payroll, IT, etc.
- Arrange exit interviews for the HR Partner(s).
- Ensure that equipment is returned for leavers (arrange for couriers where necessary).
Admin/General
- Carry out general administration tasks for the HR function.
- Ensure electronic and paper-based personnel files are maintained and filing/archiving is completed in a timely manner (until the implementation of EveryHR).
- Send Risk Assessment forms and file for staff – i.e., maternity, absences, etc.
- Undertake DBS renewals in a timely manner.
- Run basic reports as requested by the HR Partner, Principal, or Chief People Officer.
Projects
- Assist the HR Partner and Chief People Officer with administration of projects.
- Undertake other activities identified from time to time commensurate with the level of the post.
MAT Recruitment is committed to safeguarding and promoting the welfare of children and young people in line with KCSIE 2023. In order to meet this responsibility, we follow a rigorous selection process.
MAT Recruitment is an equal opportunities employer; therefore, we welcome applications from all suitably qualified persons.