HR Administrator

The primary purpose of the HR Administrator post is to contribute to the high quality, effective and efficient HR administration, transactional support and support in employee relations at YMS. 

The HR Administrator will be a key source of support for the Head and the Director of Staff and Boarding in the management and oversight of all documentation relating to Human Resources management. 

Key Duties & Responsibilities

HR Administration:

• To update and oversee the administration of the HR database (Every) promptly to ensure the records reflect all employee information accurately. This includes sickness/absence records and training documentation. 

• To take the lead in the administration of recruitment and sickness absence management ensuring compliance with ISI and KCSIE requirements and YMS Policy. 

• To be responsible for sickness absence returns and medical certificates received from staff, ensuring prompt completion of appropriate forms by staff and managers, and updating Every in a timely manner. 

• To highlight individuals who have reached sickness absence triggers and support the HR Manager and note-taking for formal sickness absence management meetings.

• To update and maintain the Single Central Register. 

• To maintain the integrity of staff data acting with discretion to ensure the confidentiality of all HR processes and respecting the privacy of staff. 

• To be responsible for HR filing and document retention, ensuring all documents are appropriately stored in line with Data Protection legislation and the School policies. 

• To support the administration of HR meetings as required, including scheduling, drafting formal letters and taking minutes. 

• To assist with the administration of Subject Access Requests made under the Data Protection Act 2018 to ensure full disclosure of requested documentation, appropriate redaction and secure delivery of data. 

• In liaison with the Facilities Manager, to be responsible for ordering and issuing fobs and keys for all new starters and taking photographs for security passes. 

• To support the Director of Staff and Boarding and the Director of Pastoral Care in the introduction of staff wellbeing initiatives. 

• To schedule and prompt probationary reviews and annual appraisals.

Recruitment:

• To coordinate the recruitment process, including creation of advertisements, job descriptions, scheduling and coordinating interviews. To liaise with staff and external agencies to publish recruitment materials. 

• To monitor the Recruitment inbox, and answer queries in a timely and efficient manner, directing them to the Director of Staff and Boarding as appropriate. 

• To save and circulate applications to appropriate line managers, invite candidates to interview and all appropriate correspondence to relevant parties as required. 

• To provide support on interview days: meeting and greeting candidates, escorting round the School when necessary and any ad hoc requests as agreed by the Head. 

• To be responsible for ensuring all staff (established, supply, contractors and casuals) have provided all pre-employment documents for the Single Central Register in line with ISI regulations under the direction of the Director of Staff and Boarding. 

• To support the Head in the preparation of offer letters and contracts. 

• To secure and verify references for prospective employees. 

• To file and organise all documents relating to recruitment, including interview questions, notes and job descriptions. 

• To be proactive in the implementation the YMS Equal Opportunity Policy and the objective to promote equality of opportunity to the duties of the post. 

No job description can be exhaustive; all members of staff are expected to undertake any duties or responsibilities reasonably requested by the Head. 

The post holder’s responsibility for safeguarding and promoting the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact, will be paramount. S/he must adhere to, and ensure compliance with, the School’s Safeguarding Policy at all times. If, in the course of carrying out the duties of the post, the post holder becomes aware of any actual or potential risks to the safety or welfare of children in the School, s/he must immediately report any concerns to the Designated Safeguarding Lead. 

According to the development and requirement of the School, job descriptions may need to be reviewed and updated periodically after consultation with the job holder.

NOTE: Much of the work of the Human Resources Department is of a confidential nature and the post holder must, at all times, be aware of this and maintain confidentiality.

For further details about this role, please see the candidate pack provided.