HR & Finance Administrator. Under the guidance of senior staff be responsible for HR administration and undertaking financial duties for the school.

Transcription

1 Bolton Council JOB DESCRIPTION Job Title HR & Finance Administrator Grade : Grade 4 SCP 17 to 21 Primary Purpose of Job: Responsible to: Principal Responsibilities: Under the guidance of senior staff be responsible for HR administration and undertaking financial duties for the school. Business Manager Provide HR, financial, clerical and administrative support to the school. 1. Main duties: Provide HR administration to the school with regard to recruitment and staff changes Taking calls from staff reporting absences and arranging supply cover Undertake routine financial duties for the school Clerking service for governors committee meetings if/when required 2. HR Administration 2.1 Recruitment and Staff Changes Regularly check and update the Single Central Record for all employees, casual staff and volunteers and ensure safer recruitment procedures are followed Maintain the staff database on the SIMS system and InVentry staff signing in system Assist with the recruitment process by advertising jobs, sending out application packs, requesting references and typing letters to candidates Complete HR paperwork for new starters, leavers and staff changes as instructed by the School Business Manager or Head Teacher Ensure that staffing amendments and overtime claims are checked and processed in time for Payroll deadlines. Maintain staff HR files Keep a record of all staff and governor training 2.2 Staff Absences Take calls from staff reporting absences, contacting supply agencies and casual cover supervisors to arrange supply cover Maintain and update electronic cover system Record sickness and other absences on the SIMS system and complete absence returns for the LA Ensure sick notes are received when due and i

2 ssue Return to Work forms and ensure they are completed correctly and on time. Sending the original to the LA and retaining a copy in school. Run monthly absence reports informing the School Business Manager when staff have hit a trigger under the Managing Sickness Absence Framework. Run weekly reports on the InVentry staff signing in system and query any anomalies 3. Finance Administration Raise orders and process invoices using the school s FMS system Raise invoices for income and log on FMS eg. lettings, swimming, farm visits, private repro etc., chasing for payment when required Input internal recharges on the school s FMS system to move expenditure between departments eg. printing recharges, minibus etc Assist finance staff by counting cash and preparing for banking Maintain an accurate an up to date database of all school assets and undertake an annual inventory 4. Clerk to the Governors Assist with the Clerk to the Governors role as directed by the School Business Manager, particularly at busy times; With the support of senior staff, produce, collate and distribute the papers to governors at least seven days prior to the sub-committee meetings Take notes at governors committee meetings for the preparation of minutes ensuring attendance is recorded and that minutes are documented accurately and objectively with timescales for action Send draft minutes to the Chair of the sub-committee for amendment and approval, then copy, circulate and file the minutes Assist with the election process for Parent Governors Update the database of Governor information 3. General Administration Provide information and advice to staff relating to HR and payroll Regularly check Bolton Council Extranet for new school policies and amendments Ensure all school polices are kept up to date in central records (hard copy, public folders and school website as appropriate) and reviewed periodically by govenors Be the point of contact for internal bookings for classrooms and the school minibuses Assist with the completion and submission of complex forms, returns etc for the LA and outside agencies Deal with queries from staff, parents, governors, LA representatives and suppliers in person, by telephone or by Provide administrative support for SLT as and when required Attend and participate in relevant meetings taking minutes as and when required 4. Other Responsibilities Comply with and assist with the development of policies and procedures. Report any concerns relating to child protection, health & safety, security, confidentiality and data protection to the appropriate person Contribute to the overall ethos/work/aims of the school Recognise own strengths and share expertise and skills with others

3 Provide back up support for other members of the team as needed Set a good example in terms of personal presentation, attendance and punctuality Customer Care - To provide quality services that are what our customers want and need. To give customers the opportunity to comment or complain if they need to. To work with customers and do what needs to be done to meet their needs. To inform your manager about what customers say in relation to the services delivered. Develop oneself and others - To make every effort to access development opportunities and ensure you spend time with your manager identifying your development needs through your personal development plan. To be ready to share learning with others Valuing Diversity - To accept everyone has a right to their distinct identity. To treat everyone with dignity and respect and to ensure that what all our customers tell us is valued by reporting it back into the organisation. To be responsible for promoting and participating in the achievement of the departmental valuing diversity action plan. The post holder may reasonably be expected to undertake other duties commensurate with the level of responsibility that may be allocated from time to time. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment Job Description prepared by : Gaynor Chesterfield Date : October 2015

4 Bolton Council PERSON SPECIFICATION Department Job Title LADYBRIDGE HIGH SCHOOL HR & FINANCE ADMINISTRATOR STAGE ONE Disabled Candidates are guaranteed an interview if they meet the essential criteria MINIMUM ESSENTIAL REQUIREMENTS 1. Skills and Knowledge Effective use of ICT including Microsoft Excel, Word, Outlook and SIMS.net Working knowledge and application of relevant policies/codes of practice/ legislation Advanced ICT skills Ability to self-evaluate learning needs and actively seek learning opportunities Ability to relate well to children and adults Work constructively as part of a team, understanding school roles and responsibilities and your own position within these Ability to persuade, motivate and negotiate Ability to organise, lead and motivate others To be able to initiate opportunities for self and others and to find solutions to ensure tasks are completed within specific timeframes Customer Care - Listen and respond to customer need, seek out innovative ways of consulting service users and engaging partners. Network with others to develop services for the benefit of the service users. Valuing Diversity - Listen, support and monitor the diverse contributions made to service development without prejudice. Challenge behaviours and processes which do not positively advance the diversity agenda whilst being prepared to accept feedback about own behaviour. Recognise people s strengths, aspirations and abilities and help to develop their potential. Understand how Valuing Diversity can improve our ability to deliver better services and reduce disadvantage. Developing Self and Others - Ability to question, and request right training and development that links to the post, to seek opportunities that add to skills and knowledge, to respond positively to opportunities that arise. And to support others learning and share learning with others METHOD OF ASSESSMENT

5 2. Experience/Qualifications/Training etc 2. English and Maths Grade C or above at GCSE or equivelant Good working knowledge of SIMS.net Previous experience of HR Administration in schools Excellent numeracy/literacy skills Experience of the development, management and operation of administrative systems Willingness to participate in relevant training and development opportunities Application Form 3. Work Related Circumstances High expectations of all pupils; respect for their social, cultural, linguistic, religious and ethnic background and a commitment to raising their educational achievements Ability to build and maintain successful relationships with others Ability to work collaboratively with colleagues and carry out role effectively, knowing when to seek help and advice A flexible approach to working hours STAGE TWO ADDITIONAL REQUIREMENTS 1. Skills and Knowledge Will only be used in the event of a large number of applicants meeting the minimum essential requirements Previous experience of statistical returns e.g. DFE Previous knowledge of SIMS FMS system Experience of SIMS Cover system Experience of a similar role in a school environment or other large organisation METHOD OF ASSESSMENT 2. Experience/Qualifications/Training etc NVQ Level 3 Experience of Audit guidelines Note to Applicants: Please try to show in your application form, how best you meet these requirements Date Person Specification prepared/updated Gaynor Chesterfield Person Specification prepared by October 2015