HR Assistant

**JOB DESCRIPTION**
HR ASSISTANT - Foundation Office

Location: Foundation Office, Edgbaston Park Road, Birmingham, B15 2UD and hybrid working from home.

Accountable to: HR Partner

Direct reports: None

**About us**

The King Edward VI Foundation, Birmingham, is a progressive charitable organisation which has supported excellence in education across the City since 1552. Our schools are diverse in nature but have a common purpose and commitment to achieving our mission of “making Birmingham the best place to be educated in the UK”.

Our Academy Trust currently consists of two independent schools, six selective, and five non selective academies.
Our recent expansion into a wider diversity of local communities is enabling us to accelerate our strategies for improving the life chances of young people in Birmingham, whatever their background.

The King Edward VI Academy Trust Birmingham (“the Academy Trust”) was established in 2017 and is made up of the academies outlined above. The academies receive back office central support services including HR, from the
Foundation Office (a central support services function), with several staff being seconded from the Foundation to deliver support services to the Academy Trust and the academies themselves.

**Purpose of the role**

The purpose of this role is to provide a proactive and efficient HR support service spanning all aspects of the employee lifecycle including resourcing, learning and development, compliance, service contracts, management information and projects.

The HR Assistant will be part of a team that is the recognisable point of contact for HR related enquiries and will respond to these or field these as appropriate.

The HR Assistant will ensure a consistent and professional service to meet the needs of our employees and achievement of the objectives set out in the HR strategy.

**Responsibilities and duties**

**Resourcing and Recruitment**
- Ensure all recruitment processes are in line with safer recruitment requirements.

Foundation Office including online checks, DBS and medical checks, reference requests, and Right to Work ensuring they are recorded appropriately on the Single Central Register (SCR).
- Act as first point of contact for our DBS and medical check providers.

Borders Agency and the online Sponsorship Management System.

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**JOB DESCRIPTION**
HR ASSISTANT - Foundation Office
- Provide HR support to the HR Director and HR Partners in the recruitment of senior appointments across the organisation.
- Liaise with line managers to ensure induction arrangements are in place for all new starters at the Foundation

Office, Probationary Review documentation is completed and received, and fixed-term contracts are reviewed appropriately and in a timely manner.
- Maintain the Foundation Office organisation chart.

**HR Administration and Service Contracts**
- Co-ordinate internal and wider team HR Team meetings, arranging agendas, attending meetings, and taking action points.
- Take minutes at meetings as required.
- Provide HR & administrative support to the HR Director, as required.
- Ensure the Foundation has a modern administrative system which is easy to use and contains all standard HR documents, letters and forms for staff use.
- Revise HR documentation as required and ensure best practice in document management and version control.

With the HR Partners, ensure standard documentation is communicated and rolled out across the organisation.
- Co-ordinate/respond to ad hoc requests for information from internal and external sources, e.g., references, mortgage requests, survey data.
- Liaise with providers and new schools/Heads to co-ordinate the setting up of systems and benefits.
- With the HR Partner for the Foundation Office, oversee the administration and checking of salaries, allowances, and absences in the HR database (iTrent) and complete change requests for monthly payroll, liaising with the payroll team as required.

**Compliance**
- Track and be the first point of contact for all HR service contracts, subscriptions and renewal dates (legal, medical, learning and development, Information Commissioner’s Officer and UK Borders Agency). Periodically review the effectiveness of such contracts.
- Be the point of contact for all finance queries for the department, ensure invoices received are coded and processed in a timely manner. Carry out any due diligence on new and existing suppliers. Using the Finance system (PS Financials), raise Purchase Orders, manage, and track budget spend.
- Monitor the HR policy schedule, ensuring polices are reviewed on time, arrangements are in place for the necessary staff to be consulted and changes are made and communicated.
- Take ownership of the central team’s Single Centralised Register (SCR), ensuring checks are carried out, recorded and the SCR remains compliant.
- Organise, maintain, and archive Foundation Office HR files ensuring they are managed in line with GDPR legislation and th