Administrator (HR and Admissions Support)

About Hazelwood School

Hazelwood is an independent co-educational Prep School for children aged between 4 and 13 years of age. It has a linked nursery, which caters for children between the ages of 3 months and 4 years. We currently have 600 children across the two sites. The Prep School is situated in 25 acres of grounds with phenomenal views over the North Downs. The nearest town, Oxted, is situated one mile away and has excellent mainline rail links into London. The M25 is easily accessible. 

It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children

Hazelwood School is committed to safeguarding the children within its care and the successful candidate will be required to obtain an enhanced DBS Certificate, through Hazelwood, prior to starting work. 

Hazelwood School upholds British values.

Job Description

Role Purpose

To undertake a range of administrative duties to support the HR Manager to deliver a consistent, high quality and seamless service approximately 3 days a week

To support the Director of Admissions and Marketing with administrative tasks as required approximately 2 days a week

Main Responsibilities

Recruitment 

·       Support with preparing job adverts and reviewing job descriptions and person specifications in conjunction with the HR Manager

·       Post job adverts on relevant recruitment sites and manage responses. Acknowledge applications, send applications to HR Manager for shortlisting and respond to applicants regarding decisions

·       Organise lesson observations (if applicable) and interviews for all roles

·       Send out reference requests before interviews, where practicable

·       Organise candidate tours and ensure DBS is obtained before interview commences

·       Write to applicants after interview and advise of outcome

·       Ensure all vacancies are advertised on the school website and removed after the closing date.

HR

·       Assist with the preparation of all paperwork for new starters including offer letter, contract of employment, references, medical checks, DBS checks etc

·       Assist with ensuring all safeguarding clearances are completed for all new starters before they commence employment

·       Prepare induction paperwork and checklist for the HR Manager

·       Assist with the preparation of all paperwork for staff including contract variation letters, bonus letters, salary letters, maternity letters, pension letters etc.

·       Support with the leaver process for staff

·       Update and maintain the PASS information system with all staff related data including contracts, absence, salaries, personal data

·       Ensure all records and information relating to employees are correctly maintained and accurate including personnel files (paper and/or electronic), spreadsheets and databases, in line with statutory guidance

·       Ensure compliance with the Data Protection Act at all times

·       Safeguarding – assist with maintaining the single central register for staff and volunteers, co-ordinating all staff DBS checks including renewals

·       Produce quality work that meets deadline and is accurate and professionally presented

·       General HR filing including safeguarding forms and archiving files as required

·       Assist with supporting staff with all HR queries relating to maternity, paternity, jury service etc

·       Monitor HR Email and respond to queries in a timely manner

·       Manage supply of and rota for staff for Hazelwood Fun Club for each school holiday period

 Admissions

·       Become proficient using PASS/WCBS to assist with registration process and data input of prospective pupils

·       Work closely with Director of Admissions in mailing out Prospectus packs, Registration forms and Application forms

·       Follow up with prospective families on outstanding documentation (e.g. identity records, copy of birth certificates, direct debit forms etc)

·       Provide administration support for Open Morning planning i.e. acknowledge email enquiries from prospective parents, help with registration on the day

·       Assist with general new parent enquiries and direct to the relevant person e.g. Director of Admissions, Nursery Admissions or School Secretary

·       Help prepare formal letters acknowledging any school leavers

·       Help prepare letters sent to parents notifying them of New Parent Welcome Evening

·       Become proficient in using My School Portal to assist in simple updates of information

·       Request pupil records, past reports and any safeguarding information from current schools for new pupils

·       To help update admissions documentation (e.g. forms, brochures etc) with relevant and up to date information

·       To help collate the bi-weekly school newsletter, Nutshell and provide proof reading support

·       To support Director of Marketing on the forthcoming launch of the new school website – helping in transfer of information, proof reading, scheduling meetings with the agency

·       To provide marketing support where needed e.g. briefing designer on amends, checking all artwork, supplying artwork files to media publications for printing

·       Become proficient in “My signage portal” to be able to update the school’s digital screens with new content

·       Help support on the collation and management of Lupercus (annual school publication) in particular proof reading, editing and sourcing relevant imagery

·       General support of the school admissions process i.e. arranging pupil taster days, liaising with teachers to coordinate timings and helping to ensure all steps have been taken in preparation for a new child starting at the school

Other

• Appreciate and support the role of other professionals.
• Attend and participate in relevant meetings as required.
• Participate in training and other learning activities and performance development as required.
• Undertake any other duties commensurate with the level of the post, as required to ensure the efficient and effective running of the Departments