IN DEPTH DETAIL

SCHOOL:THAMESVIEW SCHOOL

JOB TITLE:HR SUPPORT

(Temporary Maternity Cover)

REPORT TO:HEADTEACHER’S PA / BUSINESS MANAGER

SCALE:KENT RANGE 6 (Points 17 – 20)

PURPOSE:To proactively supportthe Headteacher’s PA and all aspects of the school’s personnel requirement, ensuring the smooth day to day running of the HR function. Assist the Headteacher’s PA in all aspects of employment, ensuring the school is legally compliant and all personnel records are kept up to date.

Responsibilities/Accountabilities include:

Recruitment

  • Assisting with the development of in-depth Job Descriptions for new roles using existing information and templates/layouts, or updating existing documents in order to develop positions or replace members of staff, at the request of the Headteacher’s PA and under the guidance of the Headteacher or Deputy Headteacher.
  • Word processing/updating using tracked changes based on info given by Headteacher/Deputy Heads.
  • Emailing drafts to relevant parties for further input or authorisation.
  • Keeping electronic copy in Job descriptions folder on computer.
  • Printing finalised versions for post holders’ personnel files.
  • Overseeing, in liaison with the Headteacher’s PA, Headteacher or Deputy Headteacher, the compilation and placing of vacancy advertisements, using existing templatesor prior examples, in Local and National newspapers and online, ensuring that the optimum placements and prices are negotiated to maximise coverage.
  • Confirming basic advert details – post title, start date, salary, additional allowances, closing date, and interview date.
  • Discussing methods of advertising (TES, Guardian, Kent-Teach Website, Local Newspapers, Recruitment Agencies, Social Media) and length of posting/type of package to be purchased.
  • Word processing adverts using templates from previous recruitment exercises and emailing drafts to relevant parties for further input or authorisation.
  • Sending finalised adverts to media representatives at various papers and getting quotes for placements, and/or uploading information online.
  • Raising internal order forms for advertising costs.
  • Printing and filing finalised advert for future reference.
  • Coordinating responses to vacancy enquiries and ensuring that relevant materials are sent to applicants either by email or post to enable them to apply for advertised positions. Collating submitted application forms in readiness for the screening process.
  • Responding to email and telephone enquiries about vacancies and distributing documentation – application forms, job descriptions, etc.
  • Printing all email applications received along with supporting documents and matching these to postal duplicates as and when received.
  • Passing all applications to Headteacher, Deputy Headteacher of relevant Head of Department once closing date/time has passed.
  • AssistHeadteacher’s PA with making arrangements for interviews, including the preparation and coordination of materials and locations for tasks in advance, informing candidates of the requirements of the session and checking that all parties involved have the relevant documentation and information ready to participate. Overseeing the smooth running of interview sessions on the day itself as per the agreed schedule.
  • Sending ‘no thanks’ letters to unsuccessful applicants that are not going to be invited for interview,using template.
  • Producing a schedule for the interview sessions based on previous templates including information on content and teaching arrangements received from Headteacher such as a welcome, tour, interview, student panel, data tasks/tests, and lesson observations.
  • Preparing formal invitation letters from templates for shortlisted candidates including information on session start time, topic for lesson observation, deadline for requesting resources, requirement to bring ID and qualification certificates into school.
  • Obtaining data sheets for the classes identified for candidates to teach.
  • Sending email and hard copies of the schedule, invitation letter, data sheets and lesson planning proforma to candidates, and tracking responses confirming attendance.
  • Booking of meeting rooms and classrooms that will be used either as a candidate base or for activities during the interview sessions.
  • Coordinating the members of staff involved so that they are aware of what they need to do and at what times.
  • Informing staff in the main office when to expect candidates to arrive, how many are attending and who to contact to meet with them on arrival.
  • Ensuring that references are received for all new appointments and passed to the appointing officer for approval, and overseeing the completion of other pre-employment checks such as Right to Work in the UK, Qualifications and Teacher Registration in line with Safeguarding regulations.
  • Sending reference requests via email and post to the individuals detailed in application forms using template letters and proformas.
  • Tracking and printing out responses in advance of the interview sessions to pass onto the appointing officer for consideration.
  • Chasing outstanding references for candidates who are offered positions.
  • Checking the content of references and highlighting to the appropriate senior staff any content that raises concern or requires further investigation.
  • Checking and photocopying candidate information such as ID documentation and qualification certificates bough to interview.
  • Carrying out further background checks using the appropriate systems and logging/printing evidence of results in personnel files.
  • Using the new starter checklist document to ensure all paperwork and checks have been carried out prior to the commencement of employment.
  • Assisting the Finance Manager with appointment paperwork such as establishingthe content of contracts of employment and word processing of offer letters, and the posting and receipt of signed candidate documentation.
  • Producing offer letters using templates for successful candidates including information on start date, salary, post title etc. and posting these out, keeping a copy for records.
  • Tracking the receipt of acceptance letters/responses and requesting the production of contracts of employment/TVS301 forms in liaison from the Finance Manager.
  • Posting out signed contracts and TVS301 form with enclosures – P46 forms, DBS information, Absence information, Data sheets, Pension info/forms.
  • Assisting with the routine word processing and completion of references for existing or old members of staff.
  • Word processing or formatting letters/information supplied by the Headteacher or line managers in response to reference requests.
  • Sending responses back to the requesting establishments.
  • Filing copies in personnel folders for future reference.
  • Assisting with the routine word processing of letters from the Headteacher to staff regarding personnel matters such as lateness, maternity leave, flexible working etc.
  • Word processing or formatting letters/information supplied by the Headteacher.
  • Posting or distributing letters into pigeon holes for the appropriate members of staff.
  • Filing copies in personnel folders for future reference.
  • Tracking responses and highlighting to the Headteacher any issues that need to be addressed.

Internal Personnel Procedures

  • Ensuring that staff induction booklets are distributed to new staff and are successfully completed through liaison with relevant Managers.
  • Distributing induction booklets to line managers ahead of new members of staff commencing employment.
  • Tracking the completion of induction booklets in a timely fashion (normally around 4-6 weeks after starting).
  • Checking completed induction booklets for highlighted issues or gaps and ensuring line managers rectify this.
  • Maintaining all Personnel files, in compliance with data protection requirements, and carrying out the routine and confidential filing of Personnel documentation.
  • Entering and updating data held on staff in the personnel section of SIMS.net database, keeping itup to date, under the guidance of the Headteacher’s PA.
  • Producing in conjunction with the Headteacher’s PA, regular personnel reports as and when requested by senior staff and Governors to support HR strategy in areas such as staffing levels, training and absence management.
  • Providing when requested by the Clerk to the Governors, reports for the Resources Committee and Full Governing Body meetings – 6 reports per year.
  • Obtaining information from SIMs and other sources on staffing levels (starters and leavers), internal staffing changes, absence management/OH referrals, performance management, capability/disciplinary cases, maternity/paternity leave and requests for flexible working.

Miscellaneous Responsibilities

  • Assisting in the management of staff ID system alongside the Headteacher’s PA. Ensuring the relevant information is supplied to the ITstaff so that all staff have a printed ID card with original photo. Issuing ID cards, coloured lanyards and card holders, and collecting them back from staff upon leaving, as well as providing temporary cards to those who have misplaced or left theirs at home.
  • Inputting information about new staff or long term visitors requiring ID badges into SIMS and sending email request to Northgate and IT Technician for the production of a badge.
  • Checking IT Technician is introduced to individual in order to take photo.
  • Issuing correct coloured lanyard for community and black card holder.
  • Issuing temporary cards to staff for day use.
  • Collecting all cards back when individuals no longer require them or leave the school.

Key competencies required:

  1. Excellent interpersonal and communication skills, both oral and written
  2. Computer literacy, especially word processing and data base software, including SIMS.
  3. Flexible approach to duties be able to prioritise and act on own initiative.
  4. Able to work efficiently and accurately under pressure and to demanding deadlines.
  5. Willing to contribute to the overall development of the school in a positive and committed way.
  6. Committed to the professional development of themselves and others within the team.

Notes:

  1. To undertake tasks as requested to support the administrative service.
  2. This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so construed. In allocating time to the performance of duties and responsibilities, the post-holder must have regard to the Conditions of Employment.
  1. This job description is not necessarily a comprehensive description of the post. It may be reviewed once a year and it may be subject to modification or amendment at any time after consultation with the post-holder in order to ensure the smooth running of the school.

All support staff are employed under the guidelines of the KCC Terms and Conditions of Employment