Summer Fields School Trust Ltd Hiring for HR and Payroll Assistant at Oxford Full Time

Job Title: HR and Payroll Assistant

Reporting to: Human Resources Manager

Purpose of the Job:
To support the HR Manager in providing an efficient and effective HR service for the school. Assisting

the HR Manager who is responsible for ensuring the school’s compliance with safer recruitment

procedures and all aspects of Human Resources Management. The HR and Payroll Assistant provides

administrative support, in particular concentrating on recruitment activity, maintaining and updating HR

records.

Duties and Responsibilities

Recruitment

Organise and co-ordinate recruitment activities ensuring compliance with current legislation and

safer recruitment requirements.

Assist with the preparation of recruitment information packs and the placement of

advertisements.

Correspond with candidates and maintain a record of applications.

Organise the logistics for recruitment days and prepare timetables for interview and other

selection activities, liaising with relevant managers ensuring they are kept informed throughout

the process.

Assist with the running of recruitment days, meeting candidates, conducting ID checks and

dealing with associated paperwork.

Undertake safer recruitment training and attend interviews as required.

Obtain and verify employment references.

Communicate with unsuccessful candidates.

Prepare and issue appointment letters.

Process Disclosure and Barring Service applications.

Obtain Children’s Barred List checks and prohibition from teaching and management checks

when applicable.

Ensure all other pre-employment checks are carried out promptly including right to work,

verification of medical fitness, qualifications, overseas checks and chase outstanding checks as

necessary, prior to the commencement of employment.

Co-ordinate the administrative tasks relating to the recruitment and appointment of Gap

students.

HR

Assist with the upkeep of the Single Central Register of appointments ensuring accuracy of

data.

Prepare and issue contracts of employment.

Ensure all new starter paperwork is received and the details are recorded on the relevant data

bases.

Issue induction packs and co-ordinate the induction process for new employees.

Manage and monitor the eLearning and training databases.

Make arrangements for new employees to undertake safeguarding training.

Create and maintain employee personnel files ensuring that accurate records are maintained in

compliance with GDPR and safer recruitment legislation.

Assist with the monitoring and administration of probationary periods, liaising with the relevant

Heads of Department.

Liaise with Heads of Department to ensure performance management paperwork is completed

for all employees.

Record and monitor staff absences liaising with Heads of Department to ensure the appropriate

certification is received from absent employees.

Assist with the administration of maternity / paternity leave and pay.

Keep up-to-date with developments in employment legislation and Human Resources best

practice.

Payroll

Assist the HR Manager with managing the school’s monthly payroll operations, ensuring that

each stage of the payroll process is actioned accurately and in a timely manner.

Collate and process timesheets for part-time employees.

Prepare and process monthly salaries.

Prepare monthly Bacs payroll file for submission, run period end reports and submit to HMRC.

Resolve any payroll queries in a timely, professional manner.

Assist with the administration of the Teachers’ Pensions Scheme; non-teaching pension

scheme and staff benefit schemes.

Provide administrative support for the annual salary review.

Maintain up-to-date knowledge of relevant payroll and pension legislation.

General HR

Maintain accurate and up-to-date information on the school’s HR databases.

Assist in Disciplinary and Grievance or other HR related meetings, specifically note taking.

Archive the personnel and payroll files as necessary.

Maintain training and holiday records.

Ensure the confidentiality of personnel information.

Update school documents as and when required.

Provide general administrative support for the department when required.

Undertake HR projects as required and assist the HR Manager with various projects.

General

Support the school in its aims, ethos and objectives.

Summer Fields is committed to safeguarding and promoting the welfare of children and we

expect all staff to share this commitment. All staff must adhere to, and ensure compliance with,

the school’s safeguarding policies and procedures in the context of their role.

Comply with all health and safety procedures as required by the school.

Undertake any other responsibilities as reasonably requested by the HR Manager or Operations

Director.

This job description is indicative of the nature and level of responsibilities associated with the post. Other

tasks may be allocated as necessary to ensure the efficient running of the Bursary.

PERSON SPECIFICATION

Essential Competencies

Excellent organisational and administrative skills.

Ability to prioritise own workload and take initiative.

Attention to detail, with the ability to produce accurate, detailed work.

Strong communication skills, verbal and written.

Excellent interpersonal skills, including a welcoming and engaging manner.

Able to work well under direction, but also to work autonomously when required and to

proactively progress tasks.

Strong IT skills and proficiency in Microsoft Word, Excel and Outlook.

Ability to be self-motivated and work effectively knowing when to refer matters to others.

Personal Attributes

A professional approach.

Discreet and confidential when dealing with sensitive issues.

Ability to use tact and diplomacy when required.

A flexible approach and willingness to carry out a variety of tasks.

Ability to work well as part of a team.

Willingness to learn and adapt to changing requirements.

Experience and Knowledge

GCSE (or equivalent) grades A-C in English and Maths

Previous relevant experience within a Human Resources or Payroll department.

Knowledge of personnel policies and procedures.

An understanding of data protection legislation.

Experience of using databases and spreadsheets.

Previous experience of working in an educational environment would be an advantage.

Desirable Requirements

The ability to demonstrate current knowledge of HR, latest trends and best practice.

Level 3 CIPD or working towards qualification.

Previous experience of working in a school/educational environment.

Experience of carrying out pre-employment checks against a regulatory framework.