Jupiter Primary School - Office Manager / HR Coordinator

JOB DESCRIPTION

Office Manager / HR Coordinator

Salary: H6 scale point 14 £29,540 FTE + fringe (Actual Salary including fringe: £27,225.96)

Working pattern: 37 hours per week - Monday to Thursday 8.00am - 4.00pm with 30 minute unpaid break, Friday 8.00am - 3.30pm with 30 minute unpaid break

Term time plus Inset plus 2 weeks holiday working

Main purpose

To lead the school office team and ensure the efficient day-to-day running of the school office.

Key responsibilities

Leadership

Supervise the front office team, ensuring tasks are completed efficiently and to a high standard
Delegate and manage workloads ensuring priorities are met
Provide training and support for office staff, including monitoring of performance

Operational

Managing all safeguarding checks with all visitors and external providers to ensure they have the correct documentation before working with children
Responsible for in house GDPR compliance and acting as the schools DPO with support from COO at the Trust.
Responsible for the upkeep and maintenance of school policies, alongside Headteacher and DET requirements.
To ensure that the termly census is accurate and is submitted to the Collect team by the required deadline. Ensuring all Arbor errors are resolved and queries noted.
Manage all extra curricular activities with external partners, managing communications to parents, managing any medical needs with coaches, working with teaching staff for any internal clubs with timetabling. Working with the finance officer to manage fees/parent pay.
Management of Inventry system for all staff (inc, DET)
Compose/proofread letters and other communications for staff as needed
Assist Senior Leadership Team with the organisation of Parents’ Evenings and any other events as required.
Oversee and support emails, admin processes, admission/removal of students on the MIS.
Manage the incoming September Reception families and send induction information to all parents, along with admission forms
Sending out school reports and printing/sending attendance certificates for all of the school. Ensure the correct information is being sent to the right people - and manage split families.

HR Coordinator main duties and responsibilities:

Maintaining personnel files

Maintain individual personal files and computerised records (Access/Arbor) for employees, in accordance with procedures, ensuring that all employee data is accurate and up-to-date.

Support with absence management (return to work, sickness triggers)

Log daily absence/lateness on Access and Arbor
Send Return to Work form to Headteacher to carry out meeting with employee
Any persistent absences or latecomers highlighted to SLT. (Trigger point)
Trigger point: 3 occasions in 6 months or any absence longer than 10 days)
Where trigger point is reached, arrange for SLT to carry out attendance review.

Payroll

Staff will submit their own timesheets to Line Managers to go directly to Payroll

Ensure New Starter paperwork has been submitted to HR admin email 2 days prior orange payroll date:
- Offer letter
- New Starter Part A
- New Starter Part B
- HMRC

Ensure Leaver paperwork has been submitted to HR admin email 2 days prior orange payroll date:
- Leaver form

Ensure Change paperwork has been submitted to HR admin email 2 days prior orange payroll date:
- Change form

Maintaining SCR

Maintenance of the Single Central Record for all staff, Governors, volunteers and contractors at the school:
- DBS information
- Identity confirmation
- Qualifications
- Entitlement to work in the UK
- Prohibition and Section 128 checks
- Mandatory training
  - GDPR
  - Safeguarding
  - Prevent

HR Dashboard

Overview of all activity within the school relating to employment

Probation administration

Use HR Dashboard to monitor timeline
Track completion of the reviews and send the completion letter

Recruitment

The administration of recruitment and selection with agreed procedures and timescales, including:

Process adverts for identified positions
Undertake appropriate pre-interview vetting, including obtaining references, online searches and ensuring completion of criminal declaration forms
planning interviews (arranging cover of staff, supervising students for school tours and panel interviews, organising refreshments, room booking as necessary)
Collating interview questions and tasks where appropriate
providing information to shortlisted applicants and appropriate member of SLT and interviewers
Management of the applicant tracking system (My New Term)
Providing regular updates to candidates
Collation and storage of recruitment documentation in line with Data Protection/GDPR regulations

Onboarding and exiting of starters and leavers and staff changes

Carry out onboarding of new staff appointments, current staff changes and leavers, including:

Processing new appointment documentation obtaining appropriate information and submitting DBS checks, carrying out identity and Right to Work in UK checks
Qualification verification of teaching staff and support staff
Verification of teaching staff QTS, QTLS and prohibition checks using Teacher Services
Ensuring completion of Childcare disqualification checks (Primaries)
Obtaining overseas criminal records checks where appropriate
Obtaining overseas teacher professional checks where appropriate submitting pre-employment health checks
Communicating contract changes to the Trust’s HR Administrator
Notifying the Trust’s HR Administrator of any leavers
Assisting with the collation of risk assessments for individual staff
Providing support and signposting staff to relevant services (Occupational Health/Employee Assistance Programme etc) where required
Supporting school leaders with first line queries relating to absence management procedures
Delivering new starter induction to all staff
Monitoring training records to ensure completion by all staff upon start and then annually

Our Vision

At the Danes Educational Trust we are committed to ‘Making the Difference Together’ sharing best practice and supporting each other to be the very best we can be.

Core Values

The post holder is expected to share our commitment to our core values:

We value joy in working, teaching and learning together
We encourage everyone within our Trust to feel optimistic about the future and how they can shape it
We support all individuals in developing resilience to enable them to respond to change and grow as a result
We value and support the wellbeing of all individuals who learn and work in our schools
We provide equality of opportunity and experience for all
We provide a safe and secure learning environment for all

Compliance

The post holder is required to be aware of and comply with policies and procedures relating to child protection; health and safety; confidentiality; and data protection and report all concerns to an appropriate person.

Safeguarding

We are committed to safeguarding and protecting the welfare of children and expect all staff

and volunteers to share this commitment. A Disclosure and Barring Service Certificate will be

required for all posts.

Additional Information

All staff are required to participate in training and other learning activities and in performance management and development as required by the Trust’s policies and practices.

This job description is a guide to the duties the post holder will be expected to undertake. It is not intended to be exhaustive or exclusive and will be subject to change as working requirements dictate and to meet the organisational requirements of the Trust.

Supervision/Job Context

The post holder is managed by the DET HR Advisor linked to the school.

Contacts

The post holder will work with teaching and support staff, Trust Central Services Team, parents and carers, external agencies.