HR Administrator

**Department**:Support

**Title of Post: HR Administrator (**Permanent)

**Renumeration**:£30,296 - £33,024 FTE

Pro rata £25, 984 - £28, 324 (commensurate on experience)

**Responsible to**:Deputy Headteacher/ HR Manager

**Hours**: 37 hours per week, 39 weeks per year term time including 5 training days.

Monday - Thursday 07:00-15:00 Friday 07:00-14:30 (Includes 30 minutes unpaid lunch/breaks)

The HR Administrator may not take paid holiday during School term-time.

**DESCRIPTION OF THE ROLE**
- Working with Line Manager (ii), responsible for organising cover requirements and rooming changes on a daily basis and communicating information to Cover Supervisor and School Staff.
- Working with HR Manager to assist with HR administrative tasks

**SPECIFIC AIMS AND KEY RESPONSIBILITIES**

**Organisation of Teacher Lesson Cover**
- Organise cover for staff absence (planned and unplanned) on a daily basis including room changes as required.
- Communicate staff absence and cover plan to LT in a timely manner (before 0800) and advise LT of any problems as quickly as possible.
- Inform teaching staff of any room changes in a timely manner.
- Develop a good professional ongoing working relationship with suitable supply agencies.
- Contact supply agencies to organise supply teaching staff to cover staff absence and ensure that an up-to-date record of their DBS checks is kept for safeguarding purposes
- Source long-term supply cover for long-term sickness and paternity leave
- Ensure that an up-to-date list of Supply Staff usage is kept in an Excel Spreadsheet, which includes their name, agency, days in school, reason and cost
- Ensuring that timesheets are completed in good time so that invoices for all Supply Staff can be signed off and sent to Finance before payment deadlines.
- Communicate with staff who are leading a School Trip regarding their cover costs and how many staff are going on the trip, so that accurate and cost-effective cover plans can be made.
- When teachers are required for cover (during their Directable Time periods), ensure that notification is sent to staff before 0815 if possible, with details of the lesson and cover work if available. Keep an up-to-date record of who has been used for cover.
- Creating collapsed timetables when large groups of students are out of School due to a trip or internal event, and ensuring that staff are informed in a timely manner regarding which lessons will be taking place. Distributing the timetable via Student Notices to students.
- Allocate staff to the inclusion room when the Academic Administrator is unavailable
- Liaise with staff to cover for support colleagues as and when required

**Absence**
- Maintain SIMS record and up to date spreadsheet of all staff absence.
- Maintain and produce records of monthly staff absence for payroll by first working day of the month.
- Monitor staff absence levels by identifying and reporting patterns of absence to the HR Manager.
- Provide absence reports when required

**Other Tasks**

Other tasks as directed by LT/HR Manager to include but is not limited to:

- Supporting the HR Manager with HR admin tasks as and when required which may include tasks such as:

- Supporting internal and external inquiries and requests related to the HR department
- Supporting the compilation and maintenance of paper, digital and electronic employee records, including holiday and sickness leaves
- Entering employee data into computer database
- Overseeing HR events and meetings and coordinating management-employee communications
- Management of Room Booking System, including setting up new staff with a username and password, and solving any queries that staff members may have
- Assist with the creation of the Year 11 revision timetable for the GCSE exam period.

Any other task(s) deemed reasonable by the Headteacher.

**MANAGEMENT OF PEOPLE**

Dual Line Management of Cover Supervisors (to be shared with the Deputy Headteacher)

**SUPERVISION OF PEOPLE**

Supervision and direction of external agency cover staff

**CREATIVITY AND INNOVATION**

Ability to solve problems associated with covering staff absence and complications arising from room changes.

**CONTACTS AND RELATIONSHIPS**
- Cover Supervisors
- Supply Agencies and Supply Staff
- Leadership Team
- Teaching staff
- Non-teaching staff
- Members of the local community

**DECISIONS**

**Discretion**:

- Maintaining confidentiality regarding all staffing matters

**Consequences**:

- Inadequate cover plan will result in students being unsupervised in a lesson without cover work, which would affect student progress.
- Reputation damage due to confidentiality breaches

**RESOURCES**

General office equipment needed to carry out tasks, such as PC, laptop, phone and printer

**WORK ENVIRONMENT**

**Work Demands**

Work associated with large number of staff and fixed deadlines throughout the course of the academic year.

The ability to cope with and react to last minute notification of sta