The HR Officer is responsible for the completion of all administrative functions that are in relation to all staff related matters.  This includes recruitment (employees, volunteers and agency workers), contracts, employee relations, change of circumstances, sickness absence and maintenance of personnel files and records including the single central record.

Roles and Responsibilities:-

Recruitment

• To advertise all vacancies through appropriate channels. 

• To collate all job applications and send out communication in relation to shortlisting and selection arrangements.  Send out reference requests prior to interview and update recruitment tracker.

• Ensure all pre employment checks (references, medical fitness to work, online checks, DBS applications and overseas checks) are completed, liaising with recruiting managers as necessary.  As part of this process scrutinise application forms to ensure compliance with safer recruitment requirements.

• Issue offer letters and appropriate contracts of employment from templates adapting these to suit the individual appointment.  

• To ensure any staff that have sponsorship or visa restrictions are supported and that the Trust is in a legal position in relation to contracts of employment.

• To apply and issue sponsorship certificates for overseas applicants and support applicants under the Visa and Immigrations sponsorship, including applying for sponsorship certificates and renewing Sponsorship licence.

• To update monitoring tools so that all of the team are aware of progress of any vacancy

• Distribute probation documents where relevant and monitor the return of these documents, escalating concerns.

• Update the Trust staff database (SIMS) and the staff Employee Assistance Programme of all new starters 

Absence 

• Advise Head Teachers on absence reviews that are required, using the Trust absence triggers and updating the information on a monthly basis.

• Advise schools on the Trust leave of absence entitlements, notifying payroll of deductions in pay if relevant.

• Advise on and administer family leave processes including paternity, maternity, shared parental leave and adoption processes and provisions.  Notify payroll of changes to pay resulting from the application of these procedures. 

• To maintain accurate records of leave entitlements, notifying staff and payroll of service  increases in entitlements. 

Leavers

• To complete regular checks to ensure any contract end dates are considered within 12 weeks of expiry and seek advice on potential extensions or ending of contracts.

• Prepare and send out resignation acceptance and end of temporary/fixed term contract letters, checking contractual and statutory provisions are correctly applied.

• Liaise with payroll to end contracts and pay any outstanding emoluments.

• Update the HR systems (SIMS and the single central record) to reflect leaving dates.

• To archive staff data in line with data retention policy.

• Ensure that the exit interviews are sent to all leavers ensuing in person interviews are held when requested.

General

1. To keep up to date central personnel records for all schools within the Trust in line with data protection requirements and the Trust retention schedule.

2. Strictly monitor Disclosure and Barring Services and undertake the schedule of DBS repeat checks (currently every 3 years).  

3. To Update SIMS with all staffing changes ensuring there is an annual check of data stored for all staff.

4. To complete regular checks to ensure any contract changes are considered and seek advice on potential extensions or adjustments of contracts.

5. To provide management information from any HR system or HR records to the Senior Leadership Team as required.

6. To take minutes of meetings if there is a requirement to support any HR related procedures.

7. Maintain records of casual staff pay for annual leave payment purposes.

8. Co-ordinate the administration for flexible working requests.

9. Support the drafting of employment documents such as pay award or promotion letters as required.

10. Submission of monthly timesheets, additional payments and unpaid leave to our payroll provider.

11. To provide administration support in employee relations cases and freedom of information requests.

12. To ensure that updates are provided to our staff benefits providers for new starters and leavers.

13. To accurately and efficiently carry out a wide range of duties to specified timescales in the context of a busy and demanding environment.