HR Assistant

The HR Assistant works closely with a team of HR professionals: The Director of Human Resources, the HR Manager and the HR Advisor to provide outstanding administrative and HR generalist support to ensure the department runs efficiently and effectively. The HR Assistant will provide support for employees and external bodies as needed within the scope of the responsibilities for this role.

The HR Assistant plays a crucial role in ensuring that personnel records are kept up-to-date and that all data is captured accurately, as well as assisting in ensuring that the department's policies and practices are efficient and compliant with current legislation. The Assistant manages some crucial safeguarding protocols and leads on the clearing appointments for c.100 summer program workers annually.

Summary of Duties

Pre-employment, vetting and administrative support:

• Provide general administrative support to the HR department, including archiving files and managing personnel records in a paperless setting.
• Manage administration for new joiners, including pre-employment checks and inductions
• Regularly monitor the Single Central Record, notify HR colleagues and hiring managers of outstanding paperwork, and cross-check against employee files
• Complete all pre-employment paperwork for third-party agencies and other workers and report any safeguarding concerns to the HR Manager, Director, or DSL.
• Ensure reference checks are carried out on all employees prior to interview or hire, including conducting confidential reference checks where required
• Work closely with the Summer Program Director to manage the recruitment for the program and ensure that all pre-employment checks for around 100 workers are completed within the given timeframe.
• Manage the HR inbox; ensure all documents are filed and saved, and all queries are responded to promptly and/or directed to the relevant team member.
• Assist with queries related to HR policies, procedures, benefits and other documents.
• Provides assistance to ASL employees for benefit applications, including private health insurance, travel insurance claims, etc.
• Administer benefits such as health screens and eye test vouchers and monitor entitlements to employees who sign up for this benefit

Data management:

• Record, track and follow up on all mandatory training and agreement signing (safeguarding, data protection, child protection training, etc.) in line with the most up-to-date KCSiE guidance.
• Record and update employee data, generate personnel reports, and provide data for external bodies where required
• Maintain accurate records for all employees, both in personnel files and on the HRIS, ensuring no information is missing or out of date
• Assists with HR documentation preparation for ISI and MSA accreditation
• Adhere to best practice on data protection legislation

Recruitment:

• Post recruitment adverts on a number of recruitment platforms including the candidate management system, manage incoming applications, and prepare application packs for shortlisting
• Manage calendars and arrange interviews as requested by senior leadership.
• Attend interviews for substitute teachers, support staff and faculty roles.
• During busier recruitment seasons, step in on behalf of the HR Advisor or Manager to see through a vacancy process from end to end

Other duties:

• Purchase employee gifts and other items on behalf of the HR team.
• Provide a consistently excellent level of support to both internal and external constituents.
• Develop and maintain good relationships with members of the ASL community to advance the mission of the HR office and ASL.
• Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities.
• Any other duties within the scope, spirit, and purpose of the job, as requested by the HR Advisor, HR Manager or Director of Human Resources.

Selection criteria

Essential qualifications/experience:

• Relevant experience as an HR Assistant or similar, with substantive experience working in an administrative environment
• Experience working in an educational institution
• Sound understanding of HR best practices
• Excellent technological skills and fully conversant with databases, Microsoft Office, and Google Suite
• Ability to develop and maintain effective, respectful, and collaborative working relationships with colleagues at all levels of the organization
• Collaborative nature and a desire to work in a team-focused environment
• A proven commitment to ongoing professional development and proactively ensuring that professional expertise is up-to-date
• Excellent oral and written communication skills
• Rigorous attention to detail and ability to multi-task
• A proven commitment to the safeguarding and welfare of children

Desirable qualifications/experience:

• Experience of using a recognised HR software/database system
• CIPD L3 or above qualified