[New Job Opening] HR Administrator job Vacancy in Oasis Academy Isle of Sheppey, Sheerness ME12

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Job Details:
Company name : Oasis Academy Isle of Sheppey
Position Name :
HR Administrator
Sheerness ME12
Job ID :
Description : Job DescriptionPOST: Human Resources AdministratorRESPONSIBLE TO: Operations ManagerSALARY: Scale 3, SP 4 – 8 plus local Government pension schemeLOCATION: Oasis Academy Isle of SheppeyKEY RELATIONSHIPS: Academy Leadership Team; relevant teaching and support staff; LA representatives; partner professionals; parents/carers; local community; hub council; other Oasis Academies and Oasis Community Learning national staff.WORKING PATTERN: Full time (8am-4pm), 52 weeks per yearDISCLOSURE LEVEL: EnhancedJOB PURPOSE: To provide a professional, efficient and effective PD administration service to the Academy, undertaking PD administrative duties across the spectrum of PD activities including recruitment and selection of staff and maintaining the PD iTrent database, staff absence management, collating data and supporting with meetings and employee relations and other PD work streamsSPECIFIC RESPONSIBILITIES: Disciplinary, Capability and GrievanceHandle first line employee relations queries and support Line Managers in following the correct processes in relation to Disciplinary, Capability and Grievance.Liaise with the Principal in relation to action being taken and any escalation issues.At the discretion of the Principal, issue relevant letters to staff ensuring timelines are strictly followed, arrange meetings, take notes at meetings and ensure all paperwork, including checklists, are fully completed including hearing packs as and when required.Ensure all written correspondence is approved by the Line ManagerEnsure staff are informed of any outcome in relation to Disciplinary, Capability or Grievance matters.Absence Management Monitor and record staff absence on a daily basis ensuring that BromCom and iTrent are maintained accurately and effectivelyEnsure Supply cover for absent staff is scheduled on BromCom and organised in a timely fashion 2 May 2021Ensure leave of absence requests once authorised are recorded on personnel record and payroll is updated.Record holiday entitlements for support staff in liaison with their line managers and issue annual holiday record cards.To inform and support Return To Work meeting completionMonitor whole staff absence, weekly, identifying staff that have hit trigger points in line with absence procedure and conduct absence meetings in line with the appropriate policy. * Issue Self-Certificate forms and Return to Work forms to employees following recent absence(s.)Conduct absence related referrals to Occupational Health, as and when required.Complete and track Stress Risk Assessments.Leave of Absence and Holiday Liaise with the Cover Manager in relation to leave of absence requests and are reviewed by the Principal, that staff are formally notified of the outcome of requests and personnel records and payroll is updated.Issue Maternity guidelines and paperwork to pregnant employees as well as those requesting paternity leave or adoption leave as well as shared parental leave and arrange risk assessments for the expectant mother.Arrange risk assessments for the new mother returning to work.Ensure maternity, paternity, adoption leave and shared parental leave guidelines are followed as and when necessary and manage keeping in touch (KIT) days.Manage and record holiday entitlements for support staff in liaison with their line managers and issue annual holiday record cards.Recruitment, Selection and AppointmentSupport the recruitment process by providing templates and guidance to staff as required.Be compliant with Oasis Community Learning’s Recruitment and Selection Policy and Procedure at all times with a particular emphasis on safer recruitment.Support with the process of vacancy approval ensuring policy is adhered to and the correct information is obtained in a timely manner.Coordinate interview/selection logistics including room bookings, diary management, scheduling and preparation of relevant materials.Respond to enquires creating a positive first impression and ensuring that all requests for recruitment packs and other general queries are responded to swiftly and professionally.Administer the shortlisting process, ensuring compliant and timely completion. * With guidance from the PD Officer, assist with the coordination of interview set-ups including finalising the schedule, calling candidates, sending invites and liaising with managers to ensure that all paperwork is sent prior to interview.On the day of interviews, to take copies of candidates’ qualifications, right to work and DBS check documentation, ensuring appropriate accuracy and storage.Inform applicants of the progress of their application either by phone or in writing.Disclosure and Barring Service checks Check DBS disclosures and accurately administer on-line applications and ensure that completion errors are kept to a minimum.Check identification and countersign DBS on-line ensuring that all new starters and volunteers are cleared prior to joining the Academy.Follow up with the Principal/Finance Manager any disclosure results from checking and schedule risk assessments, as required.Ensure all staff have completed Disqualification by Association and update SCR.File information on DBS check following data protection procedures and track applications online.Ensure all teachers have been checked on appointment on the Prohibition of Teachers database.Obtain disclosure checks for consultants, volunteer, agency staff and casual staff in accordance with Academy Policy and record, as required.Ensure and Maintain the Single Central Record database.Ensure the SCR is updated weekly and kept up to date, inclusive of Academy Council, Volunteers, Leavers, etc.New Starters and Internal Appointments and Changes Send out reference requests for all shortlisted candidates, chasing responses and passing on to the relevant hiring/recruiting manager.Facilitate the completion of DBS disclosures and other statutory recruitment checks including overseas police checks and NCTL.Enter relevant information into iTrent for new starters, preparing and dispatching employment contracts and ensuring timely signature and return by individuals.In line with policy and legislation, undertake electronic Barred List Checks and Disclosure and Barring Service checks.Support the Human Resources Officer with the administration of pre-employment health assessments for newly appointed staff.Maintain spreadsheets and trackers to ensure all relevant People information is collected and maintained (e.g. DBS checks, dispatched and returned new starter paperwork and contracts etc.).Process contract variations through iTrent, ensuring the correct authorisations are in place, accurate entering of information and issuing of relevant paperwork to employees, updating databases and records for audit and compliance purposes.Produce electronic and hard copy personnel files, ensuring all information is obtained before the file is finalised and that the file is produced in line with the standard format.Support with the update and maintenance of the relevant Single Central Record (SCR) including entering all new starters into, adding agency workers, volunteers, contractors etc. and ensuring leavers are archived.Obtain checks for consultants, agency staff and casual staff in accordance with OCL Policy and record as required.Inform relevant departments of new starters and support with the organisation of new starter Induction, liaising with appropriate colleagues and ensuring new starter equipment is organised for the first dayStaff Database and Personnel RecordsEnsure all personnel files are up to date to comply with Ofsted and DfES regulations.Keep employee personal data in file and on personnel system (i.e., telephone contact, next of kin, emergency details, etc.)Keep filing up to date relating to HR. Data ReturnsProvide data for DFE returns relating to absence and personnel.Undertake the School Workforce Census for the DFE.Regularly complete filing related to HR in line with formal of filing system.Training Ensure a record is kept of all Safeguarding/PREVENT training for/by all staff.Keep records of GDPR training.Administration Provide PA/HR support to the Principal/Senior Leade
rship Team/All Other Staff as and when required.Provide support at confidential meetings, including minute taking.Advise Principal/ALT on HR internal issues/matters arising. Policies and ProceduresTo promote the use of the online policies and procedures to ensure all staff have access.Develop an understanding of all HR policies and procedures.With relevant HR knowledge, provide clear and accurate guidance and application to Line Managers as well as support where required.Producing contract variations and other relevant employee correspondence. This will include permanent amendments (e.g. pay increments, job transfers and changes in hours) and temporary amendments such as allowance.Processing leavers. This may involve conducting exit interviews for with/for ALT.OtherCarrying out job evaluationsTo take personal responsibility for your own continuous professional developmentAny other reasonable tasks and duties that may be requested from time to timeTo develop and maintain a full knowledge of Teacher’s Pay and Conditions, Burgundy Book, Green Book provisions, the Oasis Scheme of Delegation, OCL policies and procedures, employment law and Human Resources best practiceTo input into the drafting of policies, templates, toolkits and training materials as requiredTo ensure confidentiality and integrity of all PD information in accordance with the GDPR Data Protection Act and any other relevant legislation and codes of practice.To take part in regular training relevant to the role as required by the People Directorate department (Safer Recruitment, Safeguarding, etc.).GeneralTo work to the best of ability, to be diligent, honest and ethical in the performance of duties and to conduct personal and professional life in a way which seeks to uphold the Oasis Ethos and the Oasis 9 HabitsTo effectively contribute to our organisational commitment to excellent education at the heart of our communities.To be aware of and understand our Equality and Diversity Policy and ensure at all times that the duties of the post are carried out in accordance with the Policy.To ensure compliance with all Health and Safety legislation and associated codes of practice and policies.Review and develop own professional practice, maintain effectiveness as a member of the academy staff by taking responsibility for own continuing professional development.Demonstrate a willingness to engage with further training and other opportunities to gain appropriate skills, knowledge and vocational or academic qualifications.Responsible, as a member of staff, for promoting and developing a positive culture and to ensure diversity within the Academy community is recognised and respected.Contribute to the development of the Academy’s vision, values and aims and to abide by agreed professional behaviours and attitudesPerson Specification – HR AdministratorOur PurposeOasis Academies exists to provide a rich and balanced educational environment which caters for the whole person – academically, vocationally, socially, morally, spiritually, physically, emotionally and environmentally. Our task is to serve our students as well as to provide a learning hub for the entire community. In this way we will raise aspirations, unlock potential and work to achieve excellence through encouraging a ‘can do’ culture which nurtures confident and competent people.Oasis EthosOur ethos is an expression of our character – it is a statement of who we are and therefore the lens through which we assess all we do. Our work is motivated and inspired by the life, message and example of Christ, which shapes and guides every aspect of each of our schools. This is foundational to our belief that all people are created and loved by God as equal and unique beings, and to our commitment to model inclusion and compassion throughout all the aspects of the life and culture of each Academy community. For further information, please refer to the Education Charter document which accompanies this job description.Essential QualificationsCIHRP (Certificate in Human Resource Practice)Essential Experience, Skills & KnowledgeExcellent communication skills, both written and oral.Ability to establish and maintain effective relationships with all staff and outside agencies.Ability to prioritise work and deliver to deadlines.Understanding the practical application of Equal Opportunities in an Academy context.Basic knowledge of Employment Law.Desirable Experience, Skills & KnowledgeExperience of working in a HR environment.Essential Personal Qualities Good organisational skills, ability to show initiative and to pay close attention to detail.Ability to work independently and as part of a team.Ability to interpret and follow procedures.Ability to maintain confidentiality * Emotional resilience in working in a range of challenging situationsHave a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethosReference ID: HR AdminApplication deadline: 04/02/2022Job Types: Full-time, PermanentSalary: £18,933.00-£20,439.00 per yearBenefits:On-site parkingSchedule:Monday to FridayNo weekendsExperience:Human Resources: 1 year (preferred)Licence/Certification:CIPD level 3 qualified, or working towards it. (preferred)Work remotely:No
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