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HR_Administrator_Job_Description_Jan2011 Powered By Docstoc
					                             Job Description
                            HR Administrator
                Salary: £23,973 - £25,460 Scale 6 Term Time only
                                Starting 7.30am t0 3.30pm

Stockley Academy is committed to safeguarding and promoting the welfare of children and
young people and expects all staff and volunteers to share this commitment.

   Line Manager
   1.1.    Director of Business & Finance (DoBF)
   1.2.    Head of Administration Services (HoAS)

                                     Job Purpose

To provide efficient and effective administrative support for the DoBF and HR admin support
to the HoAS, ensuring service users are provided with key information on HR processes and
procedures and the efficient processing of employment contracts.

                                  Responsibilities and Tasks

   1.3.    To be responsible for the processing of all documentation of new appointments
           including the issuing of letters offering employment and for ensuring that changes
           to existing staff contracts are processed using relevant systems.
   1.4.    Provide support in the completion of job application materials and documents for
           employment interviews and tests.
   1.5.    Request references and ensure that they are received within deadlines. Ensure
           that medical questionnaires are completed and CRB documentation is scrutinised
           in relation to all new appointments or renewals and chase references, medical
           questionnaires and CRB documentation in relation to new appointments or
   1.6.    Ensure that accurate records are kept in relation to General Teacher Council
           registration, personnel files and other HR Documentation.
   1.7.    Ensure accurate input of all data by the use of relevant systems.
   1.8.    Maintain the performance management, probationary review, and holiday
           recording systems.
   1.9.    To be responsible for the development of all job descriptions, ensuring they are
           evaluated by the academy’s HR advisors.
   1.10.   To co-ordinate the recruitment process, providing advice to mangers on the
           placement of adverts and recruitment issues generally. Liaising with the

                                                                        HR Administrator – Nov 10
           advertising agency re placement of advertisements.
   1.11.   Organise the interview schedule liaising with the appropriate manager including,
           when appropriate arrangements for the administration of psychometric testing.
   1.12.   Administer the leaver administration process.
   1.13.   Provide administrative support to the DoBF, including word processing,
           distribution of information, answering the telephone, taking minutes at meetings
   1.14.   Provide support to HoAS in relation to HR matters, including post, stationery and
           general administrative duties as required.
   1.15.   Assist the HoAS with the development of and maintenance of human resource
           policies and procedures.
   1.16.   Develop and maintain the personnel filing systems.
   1.17.   Develop and maintain effective liaison with the Academy’s payroll provider to
           ensure that they have up to date information.
   1.18.   Provide data for and prepare management information reports.
   1.19.   Provide administrative support to the HR function as required.
   1.20.   Provide occasional support to the training facility, including the production and
           co-ordination of training material, including delivering an element of the
           Academy induction programme.
   1.21.   To devise and maintain information relating to HR issues and policies on the
           academy’s intranet.
   1.22.   To maintain the establishment’s employee list ensuring that it is updated on a
           regular basis including the mandatory central records data base for all employees,
           governors, agency staff, volunteers and external consultants.

2. Cover & Staff Absence
    2.1    Arrange cover on a daily basis liaising with appropriate staff and external
    2.2    Enter absence and cover using schools MIS by 8.15am each morning, actioning
           any changes immediately
    2.3    Ensure staff are aware and notified of any cover they are required to do including
           any changes throughout the day
    2.4    Liaison with external agencies, after consultation with appropriate senior
           manager, with regards to supply required, booking where necessary.
    2.5    Regular liaison with appropriate senior managers with regards to absences,
           supply staff needed and vacancies.
    2.6    Be responsible for recording staff absence and passing to appropriate officer
    2.7    Produce reports as required relating to staff absence.
    2.8    Filing and return of leave of absence forms, logging all absence on MIS and in
           school diary.

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3. Other Duties
   3.1.    To comply with all the academy’s policies and relevant legislation, with particular
           reference to Health & Safety, Equality and Diversity and the Data Protection Act.
   3.2.    To undertake project work and policy development work as directed and guided.
   3.3.    Undertaking training and development in relation to the post as required
   3.4.    To undertake additional duties as required, commensurate with the level of the

The post holder’s responsibility for promoting and safeguarding the welfare of children and
young people for whom s/he comes into contact will be to adhere to and ensure compliance
with the Academy’s Child Protection Policy Statement at all times. If, in the course of
carrying out the duties of the post the post holder becomes aware of any actual or potential
risks to the safety or welfare of students in the school s/he must report any concerns to
his/her Line Manager or the Academy’s Child Protection Officer.

                                                                         HR Administrator – Nov 10
                                  Person Specification
                                        HR Administrator

                                                                                       A] application
1. Knowledge and Experience                                                          B] Interview Form
                                                                    D] Desirable
                                                                                      C] Test /Exercise

Minimum of 1 years working HR environment                                E                   A
Knowledge of HR administration processes and procedures                  E                 A,B,C
Experience of establishing and providing high customer
focused service.                                                         E                   A

Experience of managing and developing a service, often
stressful, high profile environment & improving performance.             E                  A,B

Appropriate HR qualification and able to operate at this
management level                                                         E                   A

Understanding of the educational sector ethos                           D                    A
Strong oral and written communication skills to communicate
effectively with different audiences.                                    E                 A,B,C

2. Skills Knowledge and Aptitudes                                   Essential            Desirable
Experience in the management of computerised HR systems.                 E                   A
Experience in HR reporting to internal and external bodies
within the education sector                                             D                    A

Experience of responsibility for office administration                  D                  A,B,C
Excellent organisational skills, including prioritisation of work
and time management                                                      E                  A,B

Ability to use ICT for HR administrative purposes.                       E                  A,C
Experience of utilising information technology to improve
service delivery and developing HR systems.                              E                   A

Experience of providing HR service in a unionised
environment                                                             D                    A

Able to offer positive staff support and management                     D                   A,B
Able to demonstrate understanding of confidentially in all
matters                                                                  E                  A,B

Experience of charity accounting                                        D                    A
Experience of using databases and networks                              D                    A

                                                                             HR Administrator – Nov 10
3. Personal Qualities                                              Essential        Desirable
Professional attitude and approach.                                   E                A,B

Willingness and ability to manage own time and take full              E                A,B
responsibility for work.

Ability to organise, plan and prioritise work.                        E               A,B,C

Enthusiasm for working with Staff & Governors                         E                A,B

Able to demonstrate discretion, confidentiality and commitment        E                A,B

Enthusiasm, determination to create high standards of services.       E                A,B

Excellent attendance and punctuality.                                 E                 A

Willingness to learn new skills and to collaborate experiences        D                 B
with other departments.

4. Ability to Safeguard and promote the welfare of children and    Essential        Desirable
young people
Appreciates the significance of safeguarding and interprets this
accurately for all individual children and young people whatever      E                 B
their life circumstances.
Has a good understanding of the safeguarding agenda.
                                                                      E                 B
Can demonstrate an ability to contribute towards a safe
environment.                                                          E                 B
Shows a personal commitment to safeguarding
                                                                      E                 B

                                                                      HR Administrator – Nov 10
                                     HR Administrator
Can do’ positive attitude
      Shows performance in difficult circumstances
      Makes effort find out if they don’t know
      Upbeat and optimistic
      Presents options not problems
      Not easily discouraged

Passion to make a difference to Stockley Academy

      Committed to deliver the goals and priorities of the administration, regardless of whether
       personally aggress with them
      Demonstrates awareness of Academy wide issues and opportunities
      Committed to fulfil Academy’s plans
      Thinks ‘externally’ to the department with a focus on the benefit to recipients of the
       Department and Academy

General operational management skills

   Demonstrates an ease and fluency in terms of :
    Problem analysis & decision making
    Communicating
    Planning own and others activities
    Controlling
    Organising
    Directing and motivating
    Use of technology and other management tools

Leads and inspires others

      Energises others and self to overcome barriers
      Encourages, mentors and coaches other to deliver
      Describes his/her vision in a way which captures the imagination
      Creates in others a positive attitude to work
      Demonstrates self-esteem and regard for others

Team player

      Builds relationships and influences others for mutual benefit
      Co-operates with others outside immediate team
      Encourages co-operation between other teams
      Routinely shares ideas and working practices
      Resolves disagreements
      Effectively pulls people together and avoids division
      Accesses resources to positive effect

                                                                          HR Administrator – Nov 10

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