HR Officer Oasis Academy John Williams

Transcription

1 HR Officer Oasis Academy John Williams

2 Welcome to Oasis Academy John Williams! It is an exciting time to be part of Oasis Academy John Williams; we moved into our brand new state of the art building in September 2010, were oversubscribed for entry into Year 7 in September 2012 and in January 2013 were visited by Ofsted who judged our Academy as being a Good school with Outstanding Leadership and Management. Located in Hengrove, South Bristol, our Academy opened in September 2008 replacing the predecessor school Hengrove Community Arts College. In the past four years we have realised a dramatic improvement in standards with the percentage of students securing 5A*- C (incl EM) more than doubling from 23% in 2009 to 51% in We are extremely proud of the achievements of our students and are absolutely determined to ensure that our Academy continues to improve and develop. Everything we do is predicated upon two core principles: that 100% of our students will be supported to achieve their personal best, and that we will commit to doing whatever it takes by providing 360 degrees of care, support and challenge for our students and their families. Oasis Academy John Williams is a very special place to work. We are looking for somebody exceptional to join our team. If as you read through the information in this pack you find yourself wanting to understand more, please do get in touch by telephone or and also take a look at our website. For the right person, this is a truly unique opportunity. Victoria Boomer Principal We want our Academy to be world class and by focusing on our students and their families we aspire to put education and learning at the heart of our community. We have a committed team of staff who all understand how important our work is; together we work hard to realise the highest expectations of ourselves and our students.

3 Oasis Oasis was established in 1985 and has now grown into a group of charities working to deliver housing, training, youth work, healthcare, family support and primary, secondary and higher education. In the UK Oasis employs around 2,000 staff as well as working with thousands of volunteers. Oasis also works in nine other countries and Europe, Asia, Africa and North America. Oasis Community Learning Oasis Community Learning is an educational trust established in 2004 with the express purpose of transforming learning, lives and communities through the development of Oasis Academies. We have 26 established academies each with their own character and identity, and as one organisation are all committed to share effective practice across the group. As a leading academy sponsor, we are a growing organisation which is committed to improving the life chances of children and young people and the communities in which they live. Oasis OCL s mission is to create and sustain a network of excellent learning communities working in the context of the Oasis ethos where every child can reach their full potential. OCL believes this can be achieved through clear leadership, outstanding staff, a positive, affirming environment, strong partnerships between children, parents/carers and the local community and the wider national and international links that Oasis global operations create. In the primary phase, this includes helping younger children to understand their own community as well as those nationally and internationally. We believe that individuals will thrive best when the community among them flourishes. This is why, as part of our dedication to raising educational standards, we recognise that children don t live in isolation; they are impacted, influenced and shaped by the lives and circumstances of those around them. For this reason we are committed to the principle that Every Person Matters every child, every parent, every community member. About the directorate The OCL Academies Education Directorate has been put in place a system of governance and performance management to secure ongoing improvement across all Oasis Academies. We refuse to accept that there is a ceiling on what can be achieved and we continue to set ourselves increasingly challenging targets. All our academies have shown a trend of improving outcomes that is significantly above the national average rate of improvement for schools across the country. As part of this strategy, we deploy a range of highly experienced practitioners to impact on the work of our Academies and address barriers for improvement. Our school improvement team includes successful headteachers, current Ofsted inspectors and subject specialists. We are also developing strategic partnerships with a number of proven key providers who are working with us in such areas as attendance, literacy and raising attainment. We are working in partnership with the National College to put in place training programmes for our middle and senior leaders to develop leadership capacity. We have also formed a strategic relationship with Future Leaders, enabling us to recruit talented leaders that are committed to work with children from disadvantaged backgrounds.

4 About the Academy Oasis Academy John Williams is a hugely rewarding place to work, every day we accept the challenge of ensuring that our young people, many of whom come to education significantly disadvantaged, receive an excellent education as defined by high levels of achievement and rates of attainment that are rapidly improving. The growth in first choice admissions for September 2012 is a strong indicator of increasing community confidence. When our Academy was built it represented the first piece of significant investment in our community in a generation; our mission is to place education and learning at the centre of our community. Our student body is predominantly White British (89%). 32% of our young people are eligible for Free School Meals. 45% of students are on the SEN register, a figure which is compounded by chronically low literacy levels. Across the Academy students attainment on entry is on average half a level below national averages. The profile of our current Year 11 in relation to prior attainment bands is: Low 45% (15% NA), Middle 45% (53% NA), Higher 10% (32% NA). We don t believe that any of these characteristics should serve as insurmountable barriers to achievement; they simply highlight the job we have to do.

5 Post: HR Assistant Salary: BG8 SCP ,817 to 21,734 Actual Salary 17,864 to 19,395 Responsible To: The Principal, under the day-to-day management and leadership of the Director of Business and Finance/Academy HR Lead KEY RELATIONSHIPS: Academy Leadership Team; relevant teaching and support staff; Oasis Community Learning Human Resources and other central staff; other Oasis Academies, particularly local Oasis Primary Academies Location: Oasis Academy John Williams and providing higher level and occasional cover support across the South Bristol Cluster Working Pattern: 37 hours per week 41 weeks per year Job Purpose To provide a Human Resource service to the Academy and higher level and occasional cover support across the South Bristol Cluster Disclosure Level: Enhanced

6 Specific Responsibilities: A. B. Recruitment, selection and appointment Draft and place advertisements as directed by the South Bristol Academy Principals. Keep the website up to date with current vacancies. Prepare application packs for checking by the Principals. Support the short listing process ensuring that applications are passed to the Principal and relevant staff and Council members for short-listing at the end of day on the closing date. Obtain references for teaching and support staff on receipt of the shortlisted field where candidates have agreed that referees may be contacted prior to interview. Arrange the selection process, sending out invite letters, drawing up the programme, answering enquiries from candidates on the arrangements and supporting the day when necessary. Send out the offer letter to the successful candidate, conduct all pre-employment checks and arrange start dates ensuring staff are not confirmed in post until all necessary preemployment checks have been successfully completed. Analyse Equal Opportunities forms, report statistics on recruitment and make recommendations New Starters and internal appointments Liaise with the appropriate Payroll Officer to generate and issue the appropriate contract to appointed staff and to complete variations to contracts as and when required. Track returned paperwork and send to relevant bodies e.g. Corazon, Central Oasis HR. Organise new starter Induction liaising with appropriate colleagues Track regular reviews in line with probation period ensuring that line managers are aware of procedures and return completed paperwork in good time and informing the Principal of concerns.

7 C. D. E. F. G. H. DBS and Vetting and Barring checks Check DBS online applications and ensure that completion errors are kept to a minimum Check Identification and countersign DBS applications. Follow up with the Principal any DBS applications that are submitted online with disclosures prior to sending to the DBS and issues arising from checks. Ensure online applications are tracked. File information on DBS check following data protection procedures. Obtain DBS and Vetting and Barring checks for consultants, agency staff and volunteers in accordance with Academy Policy. Ensure that the central database of DBS, Vetting and barring, The Teachers Agency Registration and Single Central Record is kept up to date Right to work checks Ensure that all staff offered employment have the right to work in the UK Check the required documents supporting this, and ensure that these checks are evidenced as required under Academy Policy Staff data base and Personnel records Populate and maintain the MIS and I-Trent Staff Databases. Add new staff to the Databases and keep staff training records up to date. Keep employee personal data up to date in file, MIS and I-Trent (telephone contact, next of kin, emergency contact etc.) Provide data for official returns relating to absence and personnel including the School Workforce Census. Ensure the accuracy of information contained on I-Trent in relation to all local staff Data Returns Liaise with and support the Director of Finance and Business in completing termly KPI reports and any other returns required. Submit HR returns to HR centrally as directed Ensure statutory and payroll returns relating to absence and personnel including the Workforce Census are completed Staff Turnover Prepare acknowledgement letters following staff resignations Ensure exit interviews are carried out with every leaver, providing appropriate paperwork to the line manager. Track labour turnover and retention reporting to the Principal and Academy Council as required Absence Management Monitor and record staff sickness and non-sickness absence Co-ordinate self-certification and fit note processes Prepare paperwork for Return to Work interviews Track staff absences and return to work interviews Arrange formal review of attendance meetings as required in accordance with Bristol City Council and Oasis Community Learning Policies Complete monthly HR absence report and regular KPI reports on staff absence Manage and record holiday entitlements for support staff in liaison with their line managers Ensure the absence management policy is implemented; managing short term persistent absence and long term, keeping the Principal up to date with attendance issues and liaising with the Academy HR Lead over complex cases as required. Complete Occupational Health referrals in a timely manner, setting up workplace assessments, specialist appointments and training, liaising with Occupational Health

8 when required. Ensure regular contact is maintained with all absent employees on a regular basis and in particular when absence reaches 4 weeks +. Complete ill health retirement paperwork after first seeking guidance from the central Pensions team on how this should be completed, what evidence should be submitted and if any estimates are needed from either the LGPS or TPS. I. J. Payroll cover when required: Assist with the accurate and timely payment of salaries to all cluster Academy employees. Be responsible for the collection and input of all payroll data for staff including new starters/leavers, overtime and expenses in order to complete the monthly staff payroll submission ready for authorisation. Check payroll reports for accuracy and consistency with authorised submission, and liaise with payroll provider to ensure final payroll run is correct. Resolve staff queries Keep abreast of all developments and legislation surrounding payroll, pensions and benefits. Ensure all legislation is adhered to throughout the Academies Ensure that all Leavers are removed from the system as notified on termination forms. Ensuring errors are remedied and preventative action is taken so they do not recur Ensure data security at all time in accordance with Data Protection legislation and make sure these measures are adhered to at all times. Create and update local files for all payroll data sources and third parties and ensure that they are kept up to date. Complete statutory salary updates as and when required Reconcile the final monthly payroll with the Business and Finance Director Prepare annual salary statements as required Take notes at the meeting and collate and distribute minutes, ensure actions are completed. Prepare annual salary statements as required Complete monthly payroll reconciliation reports Pension Administration & Retirements cover when required: Follow the Pensions Guidance training document in all appropriate matters Have an understanding of the implications of pension auto-enrolment and contractual enrolment and be able to generate and process the appropriate paperwork as required Ensure that only official opt out forms are completed and returned by members wishing to stop contributions to either the LGPS or TPS before ending deductions. Complete a UDF on I-Trent for every non-contributing member of staff and upload an opt out form where applicable Set up new members, and re-joining members, to the appropriate pension fund on I- Trent Carry out spot checks on both employee and employer contributions on monthly payroll review and notify the Business and Finance Director and Midland HR if there are any irregularities Advise members of staff if they have a change to their pension contribution rate and the reason why this is Notify the central Pensions team of any members who confirm in writing that they wish to withdraw their retirement benefits from either the LGPS or TPS so that application forms can be completed and submitted Advise staff how to go about obtaining estimates for ordinary Age retirements, Actuarially Reduced retirements and Flexible/Phased retirements Communicate to staff that if they do wish to access their retirement benefits then they should give OCL at least 3 months notice of this so that the retirement benefit application can be completed & submitted and so that the Fund can calculate and pay their benefits on time

9 Notify the central Pensions team immediately of any death in service claims or possible ill health retirements Assist in setting up any pension seminars (such as retirement planning) for members of staff Provide members of staff with appropriate pension paperwork including new membership packs, new starter details, maternity packs, retirement guides and leaver/deferred benefits information Ensure appropriate paperwork is completed by staff who take unpaid leave of absences whether due to industrial action, maternity or some other reason Assist Midland HR and central Pensions team in completing annual returns and audits for both the TPS and LGPS, namely by providing requested contractual documentation or guidance on any over payments or under payments that may have occurred promptly. With the guidance of the central Pensions team, liaise appropriately with any staff member if an arrears repayment situation occurs Pass on any pension paperwork that needs completing by Midland HR to them in good time K. L. M. N. O. Leave of Absence and Holidays Ensure Leave of Absence requests are reviewed by the Principal, that staff are formally notified of the outcome of requests and personnel record and payroll is updated. Issue maternity guidelines and paperwork and ensure that risk assessments are carried out regularly once the Academy is aware a member of staff is pregnant Ensure paternity guidelines are followed as and when necessary and manage Keeping in Touch days In liaison with the Director of Business and Finance ensure 39+ weeks staff are aware of their work plan during academy closure Coordinate term/annual staff survey and build action plan based on results (from focus group). Complete monthly HR report Performance Management Draw up Performance Management timeline to ensure that all staff undergo an annual Performance Management meeting and that statutory timescales are met. Track the Performance Management process and advise line manager and Principal if meetings are not completed within agreed timescales. Work with the Principal to update guidance for staff in relation to PM. Disciplinary, Capability and Grievance Support Line Managers in following the correct processes in relation to Disciplinary, Capability and Grievance and appeals Liaise with Academy HR Lead in relation to action being taken. Issue relevant letters to staff ensuring timelines are strictly followed, arrange meetings, take notes at meetings and ensure all paperwork including checklists is fully completed. Advise the Academy HR Lead and Principal of appeals. Trade Unions Set up and facilitate regular meetings with local trade union representatives with the Principal. Policies and Procedures Ensure that the Academy has copies of all policies from the predecessor local authority in relation to TUPE d staff and access policies from the Oasis Zone in relation to new appointments Liaise with the Academy HR Lead/HR Business Partner in providing advice to Academy teams on all Employee Relations related matters

10 Support the Academy leadership teams in all employment law related issues, fully supporting the meeting processes P. Q. R. S. T. Training Work with the Senior Leadership Team to arrange relevant training workshops for teaching and support staff for each school term Maintain records of staff training carried out be each employee Enable and co-ordinate the Academy s safeguarding training (currently provided by the Hays Online training system) and ensure all staff have carried out the annual refresher training required. Conduct training when required for other HR and Payroll staff. Health and safety Maintain training records for all staff with Health and Safety related responsibilities (eg Fire Marshalls, First Aiders, minibus drivers, Food hygiene certificates), ensuring that the member of staff and the Health and Safety Champion are advised in good time of the need to arrange refresher training to maintain these qualifications. Carry out regular DSE assessments for staff and advise on any equipment or modifications required following assessment Personnel Management Ensure that staff records held and handled by authorised staff in the Academy are kept confidential. Administrative support To work as part of the Academy s administrative support team and undertake routine administrative duties such as filing, photocopying, relief reception, post opening and distribution as required. One Employer Status Oasis Community Learning operates as One Employer across the National Network of Academies and all those working in HR areas are required to consider at all times the national impact of local activity. Working within the remit of this job description, to contribute to the National HR Team in relation to the adaptation of local practice as within nationally agreed frameworks. To attend National HR meetings from time to time. To ensure the accuracy of information contained on I-Trent the HR Management System which Oasis Community Learning utilises- in relation to all local staff. To utilise all contract, letter and other templates on the central system for all areas associated with Human Resources and to agree any revisions to templates nationally before application locally, The person undertaking this role is expected to work within the policies, ethos and aims of the Academy and to carry out such other duties as may reasonably be assigned by the Principal. The post holder will be expected to have an agreed flexible working pattern to ensure that all relevant functions, including extra-curricular activities, are fulfilled through direct dialogue with employees, contractors and community members. U. Safeguarding Children Oasis Community Learning is committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including enhanced DBS checks. Other: The above responsibilities are subject to the general duties and responsibilities contained in the Statement of Conditions of Employment.

11 The duties of this post may vary from time to time without changing the general character of the post or level of responsibility entailed. Person Specification Our Purpose Oasis Academies exists to provide a rich and balanced educational environment which caters for the whole child - academically, 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 Community Learning Ethos Our ethos is an expression of our character, it is a statement of who we are and therefore has to be the lens through which we assess al we do. Oasis is a Christian organisation, our values can be summarised in five statements: 1. A passion to include everyone 2. A desire to treat everyone equally, respecting differences 3. A commitment to healthy and open relationships 4. A deep sense of hope that things can change and be transformed 5. A sense of perseverance to keep going for the long haul. Qualifications Essential GCSE or equivalent Level 2 qualification in English and Maths Desirable DSE assessment accreditation or willingness to obtain such accreditation Experience, Skills and knowledge Excellent communication skills and the ability to prepare written work to a high standard Excellent ICT skills Accurate fast word processing (60 words per minute minimum) and a knowledge of Excel Ability to work effectively with a range of people staff, outside agencies Ability to prioritise work and deliver to tight deadlines Understanding of the practical application of Equal Opportunities in an Academy context Experience in HR administration or HR role Experience of HR within an educational environment

12 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 Ability to reflect Ability to form and maintain appropriate relationships and personal boundaries with children Emotional resilience in working in a range of challenging situations Personal Qualities Commitment to safeguarding and promoting the welfare of children and young people. Willingness to undergo appropriate checks, including enhanced DBS checks. Motivation to work with children and young people Ability to form and maintain appropriate relationships and personal boundaries with children and young people Emotional resilience in working with challenging behaviours and attitudes to use of authority and maintaining discipline Have a willingness to demonstrate commitment to the values and behaviours which flow from the Oasis ethos.