HR and Administrative Assistant

Exciting opportunity to join a pioneering new school in Enfield, north London.  

Ark John Keats is an all-through school in the London Borough of Enfield. Our intake is mixed and comprehensive in nature. We opened our doors to our first two Reception classes in September 2013 and our first cohort of year 7 pupils joined us in September 2014.  The academy will reach full capacity in 2020 with just under two thousand pupils.  The academy was judged to outstanding in all areas in our Ofsted inspection of April 2015.

We are now looking to recruit a HR and Administrative Assistant, to work in our secondary school office. Initially, the role will be a 50:50 split of HR and Administrator tasks, and in September 2019 it will develop into a solely HR Administrative post. This is a great role for someone looking to take on new and exciting opportunities presented by a growing school.

In this important role you will provide administrative support to the academy across a range of areas and provide accuracy and attention to detail within the HR function. You will be required to uphold the vision and ethos of the academy at all times and provide an excellent level of customer service.

This is a great opportunity to join an enthusiastic and committed team, in a varied role to support staff, parents and pupils across the school. This is a busy role that would suit a confident, adaptable person with excellent attention to detail and strong communication skills.

Please use the ‘Knowledge, Experience and Skills’ section of the application to tell us how you meet the requirements of the role, what you can offer, and what it is about Ark John Keats Academy that interests and appeals to you.

Please submit your application by 8am on Monday 26^th November 2018. For further information not provided in the application pack or a confidential discussion, please contact me at m.samsami@arkjohnkeatsacademy.org or on 020 8443 6403.

Please note that strong applicants may be seen before the deadline, so please do not wait for the deadline to submit your application.

Start Date:   As soon as possible

Closing date: 8am on Monday 26^th November 2018
Salary: Ark Band 5 - (£18,751–£22,507), dependent on skills and experience
Hours and work pattern:
40 hours per week during term time (8:30am – 5:30pm, 39 weeks per year)
25 hours per week for 16 days during school holidays (8am – 1pm)
9.5 weeks annual leave, to be taken during school holidays

* Please note that working pattern during some school holidays will be determined by the requirements of the recruitment schedule and may not be flexible

We value diversity and are committed to safeguarding and promoting child welfare. The successful candidate will be subject to DBS and any other relevant employment checks.

Job Description: HR and Administrative Assistant

Reports to: Operations Manager / Secondary Coordinator

Start date:   As soon as possible

Salary:          Ark Band 5 - (£18,751–£22,507)
Hours and work pattern:
40 hours per week during term time (8am – 5pm, 39 weeks per year)
25 hours per week for 16 days during school holidays (8am – 1pm)
9.5 weeks annual leave, to be taken during school holidays

* Please note that working pattern during some school holidays will be determined by the requirements of the recruitment schedule and may not be flexible
Disclosure level:   Enhanced

The Role

·         To provide a high standard of secretarial, administrative and management support including front of house, reprographics, welfare, attendance, pupil data and pastoral functions in order to assist in the smooth running of all academy activities.

Key Responsibilities: HR

HR Data Management and reporting

·         Managing information in HR Data management system (MyHR)

·         Reporting Information from MyHR

·         Maintaining an accurate and up to date paper and electronic filing system for personnel records

Completing School Workforce Census return

Recruitment

·         Posting adverts using Recruitment management system (Engage ATS)

·         Circulating applications internally

·         Organising and preparing for interviews, and assissting with shortlisting

·         Liaising with recruitment agencies if required

·         Issuing staff appointment documentation and carrying out pre-employment checks

·         Maintaining single central record of all employees

·         Entering new appointments onto MyHR and creating/maintaining personnel files

Payroll

·         Processing, submitting and checking payroll

·         Submitting pensions returns and completing auto enrolment processes as required

Absence

·         Recording and reporting staff absence

·         Supporting absence management casework

Probation / Performance Appraisals / Training

·         Scheduling and administrating performance appraisals and probation reviews

·         Maintaining staff training records

General HR Administration

·         Filing paperwork

·         Taking minutes at formal meetings

·         Supporting ER casework processes

Key Responsibilities: Administration

Reception

·         To provide a welcoming school reception presenting a positive image of the academy.

·         To undertake academy reception duties answering routine telephone and face to face enquiries, responding to school access buzzer and signing in visitors

·         To be a point of contact for pupils requiring assistance from the administration team

·         To be a point of contact for parents requiring assistance from the administration team

·         To meet and greet academy visitors, displaying due courtesy and tact, in order to ensure that visitors are welcomed into a friendly and professional environment. To show visitors around the school where necessary

·         Ensuring visitors have the appropriate safeguarding checks

Administrative Support

·         To support the academy in a full administrative capacity, including:

-          dealing with telephone and personal enquiries efficiently and effectively in a way which promotes a positive image of the academy

-          making maximum use of the academy’s information and communications technology including the network for diary management, the input of data and written communications

·         To assist with relevant meetings as requested

·         To assist with creating documents and making packs to a high standard, and coordinate their distribution to staff and pupils

Pupil Data

·         To assist with maintenance of full and accurate pupil records including individual folders

·         To assist with all areas of data input including: attendance, reporting, census returns, admissions/leavers, exclusions, pupil details, staff details, maintaining assessment systems and recording pupils’ special needs ensuring that records are up to date

Start of year preparation

·         To assist in the preparation for the new school year for staff and pupils:

-          Resourcing and setting up start of year training

-          Preparing staff and pupil resources

-          Printing induction packs and timetables

Operations Support

·         To support the Operations Manager with the administration of operational issues

Other

·         To provide additional administrative support for both Primary and Secondary phases

·         To undertake training and development relevant to the post and in line with academy priorities

·         To undertake any task as directed by the Principal, Operations Manager, member of SLT or School Office Coordinator.

Person Specification: HR and Administrative Assistant

Qualification Criteria

·         Right to work in UK

·         Maths and English GCSE or equivalent at grade C or above

·         Relevant qualifications in office administration and IT applications desirable.

Knowledge and Experience

·         Experience of administration – within a school context would be desirable

·         Experience of Human Resources (desirable)

·         Experience of using databases (HR and pupil databases)

Personal Characteristics

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

·         Flexible, highly organised and able to multi-task and prioritise work to meet deadlines

·         Helpful, approachable and positive nature and ability to stay calm and diplomatic under pressure

·         Energetic, adaptable and able to work at a fast pace

·         Able to take ownership of tasks and work with minimal supervision

·         Have exacting standards and a keen eye for detail

·         Keen to learn and further develop own skills

·         Exercises sound judgment, especially relating to confidentiality and discretion.

Specific Skills

·         Excellent written and oral communication skills

·         Good IT skills, including the ability to confidently use Microsoft Word, Excel and Outlook

·         Willingness and ability to learn and operate new IT systems and databases

·         Excellent administrative and organisational skills 

·         Understands the importance of confidentiality and discretion

·         Ability to prioritise workload and hit deadlines.

Alignment with Ark vision

·         Relentless drive to do what it takes to ensure all pupils succeed

·         Ability to instil and ensure high expectations

Other

·         Commitment to the safeguarding and welfare of all pupils

·         Willingness to undertake training

·         The post holder will be subject to an enhanced Disclosure and Barring Service check.