Trinity Catholic High School Hiring for HR Administrator at London Full Time

We are a large, well-organised Secondary school in Redbridge and looking for an excellent, experienced and enthusiastic HR Administrator. In this broad role you will work as part of a well-established team delivering high quality HR service across the school. You will ensure the smooth running of the recruitment and selection process as well as provide the first line of advice and guidance on general employment matters in addition to providing administrative support for various contractual changes. The successful candidate will have proven operational HR experience with a good working knowledge of recruitment & selection processes. You will have significant experience of undertaking transactional HR administrative work, including data entry into a HR system (SIMS & Itrent) where attention to detail is essential. You will possess excellent time management skills and the ability to work well under pressure. You will be highly driven to provide an excellent and proactive service in line with deadlines and maintain confidentiality.

About Our School

Trinity Catholic High School is large Catholic comprehensive school situated in the London Borough of Redbridge and within the Diocese of Brentwood. Ofsted have ranked us as ‘outstanding’ on 5 consecutive occasions and we have a reputation for excellence in all aspects of our service to the children in our school and the wider community. Our school’s inspection reports can be viewed on this link: www.tchs.org.uk/about-us/inspections. The highest standards relating to Teaching and Learning are a feature of daily life at Trinity and these significantly and positively impact student progress and attainment. Trinity’s Section 48 report (January 2020) states that “Trinity Catholic High School is an outstanding school and a beacon of high-quality Catholic education. It has an excellent reputation in the local community and beyond and it is rightly seen as a flagship school for the Diocese of Brentwood”. The report also emphasises that “Catholic life at Trinity Catholic High School is outstanding and is of the highest quality” and “Every aspect of Collective Worship at the school is outstanding”.

We are seeking an HR Administrator who has:
Ability and strength to build relationships

Ability to prioritize workload and meet deadlines

Outstanding organizational skills

Exceptional communication and customer service skills are essential

Trinity Catholic High School is committed to safeguarding children. Further details of this can be found on our website https://www.tchs.org.uk/about-us/safeguarding/ Successful candidates must be willing to undergo child protection screening appropriate to the post, including checks with past employers and a satisfactory enhanced check with the Disclosure and Barring service (DBS). Please note, due to high volumes of applications only shortlisted candidates will be contacted. We reserve the right to call applicants to interview prior to the closing date.

Job Description

To provide effective and efficient management support for the HR Department ensuring maximum efficiency and initiating any necessary action to improve this.

General Office Duties

To maintain confidentiality in respect of all correspondence and enquiries.

To provide efficient administration support to the HR Manager including typing correspondence, producing responses to a variety of correspondence, agendas for meetings, screening income mail and telephone calls, as necessary, managing diaries and appointments where necessary.

Be responsible for the production of a high standard of work, by means of detailed proof reading, clear and accurate correction of spelling, grammar and layout.

To be responsible for the collection of post for HR at regular intervals. Open and organise post, other than those marked confidential.

To use information technology effectively to maintain, manipulate and present data.

To be responsible for devising and maintaining all relevant databases and spreadsheets ensuring that data is accurate and up to date

To be responsible for the development and maintenance of all HR information systems.

To always ensure compliance with data protection and that systems are organised in such a way that information can be readily accessed by others is accurate and fully up to date.

To prioritise and manage work to ensure deadlines are met. To maintain an accurate record of all work carried out on a daily basis.

To undertake research and obtain information to inform decisions made by the HR Manager and SMT.

To immediately inform the HR Manager of any problems that would affect the efficient management of the office or the accuracy of work carried out.

To support and contribute to the ethos, aims and work of the school.

To undertake appropriate training and personal development as required.

To carry out such other reasonable duties as SMT or HR may require.

To input new and updated data onto the schools computerised systems for new starters, all regular visitors, Governors/Contractors/ITT students,and ensure all data is maintained up to date, complete and accurate.

Send out exit interview questionnaires to line managers, collate data. Pass to HR Manager to analyse.

To assist with ID Badges for all staff/contractors/visitors.

To improve and monitor systems to ensure administrative / secretarial support for the HR Manager is well organised efficiently delivered.

Generate letters/salary forms for staff changes. contracts, allowances. Manage and keep accurate records of allowances. Notifying HR Manager/SMT on changes in a timely manner.

Provide HR advice; flexible working, parental leave, jury service, maternity leave.

To assist where necessary with interviews for support staff only

Assist with yearly performance management tasks.

Recruitment

To support with the recruitment cycle, including:
To proactively fill vacant posts with high calibre staff to include teaching, ancillary and premises staff.

Maintain up to date records of all school information required for recruitment/ advertisement.

Ensure adverts approved by HR Manager and advertised by deadlines.

Liaise with relevant Head of Department regarding preparation of job description, advert and person specification.

Ensure candidates receive required documentation for the given post and maintain log of candidates.

Ensure application forms are fully completed or, where required, contact candidates if information missing.

Ensure documentation provided by applicants is thoroughly checked to comply with all statutory requirements.

Ensure the HR Manager is alerted to any problems relating to this.

Provide the Head of Department with copies of all application forms, references and shortlisting forms.

Liaise with the relevant Head of Department to arrange interview dates and select the interview panel.

Prepare invitation to interview letters/emails.

Request references for all candidates, ensuring receipt prior to interview and copy to the interview panel.

Make all necessary arrangements for the interviews. Meet/greet interview candidates upon arrival. Check all identification documentation.

Complete necessary administration for appointment of successful candidate, including retrieval of all copies of application forms etc.

Prepare letters/emails to unsuccessful external candidates.

Be responsible for ensuring all recruitment checklists are completed and submitted to the HR Manager at the end of the recruitment process.

Be responsible for compiling all relevant appointment documentation and DBS application documentation to be processed for new staff.

Check all contract details received by the borough and ensure accuracy.

Oversee the probation report process for all new support/cleaning staff. Ensuring probation reports are completed at 10 and 20 weeks completion of service and relevant staff and the borough advised of completion of the probationary period.

To manage the process, ensuring relevant staff are informed of all newly appointed staff.

Develop relationships with supply agencies and other professionals.

To manage the process of ensuring that all newly appointed staff, receive copies of the Staff Induction details.

Ensure that new staff receive induction training.

To be responsible for checking the Teaching Agency Register, QTS and ‘Prohibition from Teaching’ status for all newly appointed teachers.

Ensure you advise of any anomalies or issues that may arise. Process new starters. Collate all documentation, SIMS set up.

Absence/Sickness

To support with managing staff absences / sickness absences procedures including:

Support for setting up the daily arrangements for “Staff Cover and Room Changes” for teaching staff that are absent or who require cover for their teaching lessons.

Organising and managing the deployment of the cover supervisor staff. Support with maintaining the Leave of Absence (LOA) Diary up-to-date.

Maintaining an accurate record of staff absences / cover required by staff and have systems in place to ensure its accuracy.

To ensure that sickness/absence records are accurately entered on the iTrent sickness portal with up-to-date information as required.

Run reports from iTrent and/or SIM’s on regular employee absences raising any issues with the HR Manager. Management of yearly absence letters to staff.

Recording absences on SAS/SIMS.

Update the signing-in sheets for Upper Site and Lower Site.

Safeguarding

To be aware of and work accordance with the school’s child protection policies and procedures in order to safeguard and promote the welfare of children and to raise any concerns relating to such procedures which may be noted during the course of duty. Monitor DBS applications for appointed staff.

To keep the HR Team updated on all implications.

To assist and monitor compilation of the Single Central Register of Staff. Have systems in place to ensure the Register is accurate and updated on a monthly and termly basis.

To ensure that the register complies with all relevant advice and legislation.

Keep fully up to date on the requirements for the Central Register of Staff ensuring that the HR Manager is updated on all implications for the school.

Be fully conversant with all matters related to Safer Recruitment and in particular the DBS/policy process for checking staff ensuring that all support staff who carry out these checks are fully monitored and supervised in their roles and that training is provided on a regular basis.

These above-mentioned duties are neither exclusive nor exhaustive and the post-holder may be required to carry out other duties as required by the School.