HR Coordinator

Job Description: HR Coordinator

Reports to:  Vice Principal/HR Officer

Start date: ASAP

Location: Southwark, London

Contract: Permanent 

Salary: Ark Support  (Band 3) £20,237- £21,190

Hours: 36 hours per week

The Role

As the Academy`s HR Coordinator, you will help support the delivery of a proactive, effective and efficient day to day HR services undertaking various duties across a range of HR activities. 

The role includes administration of the Academy`s end-to-end recruitment, selection and pre-employment process; attendance management; appraisal and probation; as well as administrative support to the HR Officer.

This role requires an ability to work under pressure, with excellent organisational, planning and multi-tasking skills. This role will also support the Vice Principal to ensure appropriate supply cover is in place in the event of staff absence.

Key Responsibilities

Recruitment and Selection

• To support the recruitment processes across the academy, including advertising, scheduling and booking interviews, liaising with candidates and producing interview panel packs and meeting and greeting candidates, conducting school tours

• Overseeing the recording and tracking of job applications, including managing the college jobs inbox and external internet job portals

• Organising interviews i.e. scheduling interview dates & timing, preparing task materials & presentation equipment for the selection process

• Managing selection days, including, pre-planning, preparing schedules, paperwork, candidate liaison and panel support

• Monitoring and recording all aspects of the recruitment process, ensuring all required paperwork is completed and returned by panel

• Ensuring room and refreshment are ready before the interviews takes place

• To process staff appointment documentation for successful candidates, including offer letters, contracts of employment and all pre-employment checks, including DBS, fit for work and reference checks, ensuring all safeguarding checks are undertaken

• Communicate details of new employees to appropriate colleagues to ensure facilities and equipment are readily available upon commencement of employment 

• Ensure new employees receive Induction Packs and associated information on their first day of employment

• Make the necessary arrangements for new employees to attend induction training 

• Ensure all new starters have login details and a ID card before commencing their employment

• Understanding of legal requirements of, and best practice within, recruitment and selection processes,  ensuring these are adhered to during campaigns i.e. experience of managing numerous recruitment exercises (full end-to-end process), often with challenging or conflicting deadlines

Data Management and Reporting

• Manage the HR Information System 

• Support the maintenance of an accurate and up-to-date Single Central Register (SCR)

• Contribute to the school workforce census annual return

• Run regular reports from HR information System

• Ensuring monthly holiday entitlement reports are sent to all support staff

• Assist the HR Officer with maintenance of confidential staff records. 

Compliance

• Administer the absence reporting and recording processes, and maintain accurate and up to date records on the HR information System

• Provide administrative support to the performance management, probation and induction processes

• Ensure that all documentation in relation to the above processes is completed within required time scales

• Keep up-to-date with the latest HR trends and best practice

General HR Administration

• Maintain an accurate paper and electronic filing system for personnel records

• Complete a range of HR related paperwork 

• Process staff changes and staff leaving documentation 

• Produce a range of HR letters, including offer letter and contracts of employment, and take minutes at formal meetings

• Daily monitoring of the HR mailbox, and assigning queries as appropriate

• Responding to internal and external HR related inquiries or requests and provide assistance

• Day to day tasks such as word processing, using excel spreadsheets, photocopying, filing, shredding and distribution of information

• Supporting the Managers within the group in terms of correct procedures and policies

• Administering both the appraisal and probation systems, including tracking and checking returned forms, chasing managers, answering queries and processing requests for increments. Flagging issues to HR Officer as appropriate

• Act as a point of contact, information and guidance to staff and managers on HR procedures and processes, raising issues with HR Officer as appropriate

• Dealing with supply teacher requests

Other

• To support in other related tasks such as pension administration and support for curriculum colleagues 

• To support main school reception and welcoming visitors and members of the school community into the building

• To support student support services with afterschool events i.e. option evening and parents evening etc

• To work in collaboration with the Ark People team as appropriate

• To undertake training and development relevant to the post and in line with the academies priorities

• Fire marshal duties 

• First Aide duties

• Morning and afternoon school duties

• In addition to the responsibilities listed above, all employees must be adaptable in their approach and undertake other duties that are commensurate with postholder’s level, wherever they may be, to achieve the objectives of the Academy

• To undertake any task as directed by the Principal, member of ALT and the HR Officer.

Person Specification: HR Coordinator

Qualification Criteria 

• Right to work in the UK (essential)

• Degree

Experience

• Proven experience as an HR coordinator or relevant human resources/administrative position (essential)

• Experience of using a database, ideally an HR database (essential)

• Experience of working in a similar role in a school environment (desirable)

Personal Characteristics

• Genuine passion and a belief in the potential of every pupil

• Have an upbeat and outgoing personality, has a demonstrable interest in HR and is willing to learn.

• Structured and organised with an ability to work under pressure

• Professional outlook, highly organised, able to multi task and meet deadlines

• Team oriented with a flexible approach and a ‘can-do’ attitude 

Specific Skills

• Excellent verbal and written communication skills

• Ability to manage own workload to meet demands and deadlines

• Co-operative and supportive team player, focused on delivering team objectives

• Strong IT skills including the ability to confidently use Microsoft Word, Excel and databases

• Strong administrative and organisational skills

• Excellent written and oral communication skills

Other  

• Ability to work flexibly, outside of 08:00 to 17:00 hours to support team and school events, busy periods