Purpose of Post

To support the HR Manager in providing a comprehensive and effective HR Service

to CLS ensuring matters are dealt with appropriately practices and procedures.
To be responsible for the effective and timely administration of HR procedures, acting
as first point of contact and advising as appropriate.
Main Duties & Responsibilities
HR
1. Providing advice and guidance on HR matters to members of the School
community.
2. To be responsible for all administrative duties within the HR section.
3. To administer DBS records for all staff and volunteers, reminding staff that checks
are due, carrying out Update Service checks as appropriate and checking and verifying
supporting documents and maintaining the Single Central Record.
4. To work with the HR Manager on the recruitment processes for non-academic staff,
liaising with the Central Recruitment Unit on arranging placement of advertisements
and preparation of application packs and contracts. Arranging interviews and ensuring
the smooth running of interview days and dealing with queries from candidates.
5. To assist the Head’s Office with the recruitment processes for academic staff,
placing
advertising and taking up references
6. To input/maintain all employee data on to the City People system (e.g. sickness
details, DBS information) and to the paper-based files and systems, in line with data
protection requirements on a timely basis. To produce and maintain all School lists –
Staff Address book, Manpower list, staff car registration list, staff mobile phone lists,
etc.
7. To be responsible for administering monthly, weekly and periodic payrolls,
processing starters/leavers, and changes and additions to pay including changes in
hours, additional payments, maternity/paternity leave, salary increments, etc., by
completing relevant paperwork and updating City People and employee files as
necessary, liaising with the Payroll Office and CLS Departments dealing with staff
queries.
8. To be responsible for checking monthly spreadsheets received from Payroll to
ensure that all amendments/changes have been made correctly. If there are any errors,
to be responsible for contacting Payroll to solve them and ensuring employee is kept
informed.
9. To be responsible for administering the annual paperwork for Salary Sacrifice for
School Fees. Producing Contract Variation letters and associated payroll paperwork as
required.
10. To administer DBS records for all staff and volunteers, reminding staff that checks
are due, carrying out Update Service checks as appropriate and checking and verifying
supporting documents and maintaining the Single Central Record.
11. Provision of support and advice to staff and managers on capability, disciplinary
and grievance investigations, undertaking case work as requested by the HR Manager.
12. To manage the new starters and leavers processes for all staff dealing with queries
as required. This includes all permanent and casual staff.
13. To be responsible for helping managers with the recording of leave, e.g. sick
leave, producing reports from City People, acting on trigger reports in conjunction
with the HR Manager including or supporting management at first stage sickness
absence meetings.
14. To be responsible for maintaining salary spreadsheets for all staff. Preparing
annual salary letters to individual teaching staff regarding hours and salary
information for
signature by the Head at the start of each School year and producing new TTO
calculations each October for Term Time Only staff and prepare letters.
15. To produce and maintain spreadsheets tracking all staff changes for the Finance
Manager for employee costs monitoring and budget purposes.
16. To assist the HR Manager with the administration of the non-academic staff
Performance & Development Review system.
17. To complete and monitor Training Needs Analysis for non-academic staff from
appraisal documentation.
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18. To be responsible for checking holiday entitlements for Support Staff on an annual
basis
and produce new TTO calculations for staff entitled to an increase in annual leave.
19. To maintain an up-to-date library of job descriptions and person specifications for
all
Non-Teaching Staff posts within the School.
20. To act as VDU Risk Assessor for allocated section of staff administering
Workwrite.
Following up with individuals to ensure workstations comply with HSE guidance,
giving advice on suitable adjustments and referring to Occupational Health when
necessary.
21. To work collaboratively with colleagues in the section, department and whole
organisation to deliver services effectively, efficiently and flexibly.
22. To be responsible for keeping all HR files and records up to date and secure,
dealing
with confidential material with integrity and tact,
23. To advise all Staff on queries with City People and act as City People “Expert”
within
the School.
24. To ensure the HR function and service is continuously improving and developing.
25. To represent the School at HR Forum meetings.
Other
1. To be responsible for a Reminder system for the HR Department to ensure all
deadlines
are met – weekly, monthly, termly and annually.
2. To undertake any other duties as and when required by the Head, Bursar and HR
Manager commensurate with grade and experience.
3. Actively seek to implement and comply with the School’s Safeguarding policies
and
procedures and to demonstrate a commitment to the safety and welfare of children.
4. Actively seek to implement the City of London’s Occupational Health and Safety
Policy
in relation to the duties of the post, and at all times give due regard to the health and
safety of both themselves and others when carrying out their duties.
5. Actively seek to implement the City of London’s Equal Opportunity Policy and the
objective to promote equality of opportunity in relation to the duties of the post.
Revision of Job Specification
According to the development and requirements of the School, Job Specifications will
need to
be reviewed and updated periodically, after consultation with the Job Holder.
NOTE: Much of the work undertaken is of a confidential nature and the post holder
must
at all times, be aware of this and maintain confidentiality.
Responsibilities
Support the development and implementation of HR initiatives and systems
Provide counseling on policies and procedures
Be actively involved in recruitment by preparing job descriptions, posting ads and
managing the hiring process
Create and implement effective onboarding plans
Develop training and development programs
Assist in performance management processes
Support the management of disciplinary and grievance issues
Maintain employee records (attendance, EEO data etc.) according to policy and legal
requirements
Review employment and working conditions to ensure legal compliance
Requirements and skills
Proven experience as HR officer, administrator or other HR position
Knowledge of HR functions (pay & benefits, recruitment, training & development
etc.)
Understanding of labor laws and disciplinary procedures
Proficient in MS Office; knowledge of HRMS is a plus
Outstanding organizational and time-management abilities
Excellent communication and interpersonal skills
Problem-solving and decision-making aptitude
Strong ethics and reliability
BSc/BA in business administration, social studies or relevant field; further training
will be a plus
HR Credentials (e.g. PHR from the HR Certification Institute)