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Job Title
HR Administration and Systems Officer
Reports to
HR Manager
Grade
Grade 7 - £22,923 to £25,320
Pro Rata salary is £12,331 to £13,620 (based on
22.5 hours per week and TTO+2 working)
Part time - up to 22.5 hours per week available-
there is room for flexibility around hours and days
worked. Term time only plus two weeks in the
school holidays.
Additional Information
This is a central role within Pathfinder MAT (i.e. it is
not linked to one specific school but will be based at
Archbishop Holgate’s School). The post-holder is
required to work with all of the schools in the MAT,
which will occasionally require attendance at all of our
sites. The post-holder must be willing to use own
vehicle for work purposes and be insured accordingly.
This is an exciting opportunity to join the Central
Operations Team of this thriving Multi Academy Trust
that now consists of nine schools across York. We have
one large secondary school and eight primary schools
employing circa 540 staff in total.
The main purpose of the role is to ensure that there are
consistent and effective HR systems and procedures
fully embedded across the MAT and to provide a central
HR administrative and first line advisory function to
schools.
Initial focus of the role will be on embedding
attendance management systems, contract
administration and implementation of a newly
purchased HR and Payroll IT System (Carval—Unistaff
software)
You will need to have excellent organisational and
administrative skills as well as being confident and
flexible with a pragmatic “can-do” approach to HR
problem solving.
www.pathfindermat.co.uk
HR Administration and Systems Officer
Pathfinder Multi Academy Trust - York
Closing date: 7 February 2018
Interviews: w/c 19 February 2018
A Partnership of Church and Community Schools
Partner Schools in Pathfinder
www.pathfindermat.co.uk
Badger Hill Primary School
Crossways, Badger Hill,
York, YO10 5JF
Badger Hill is a close knit
community with a focus on teaching
pupils to have sound core values
with an emphasis on respect for
others, mutual understanding and
the celebration of diversity. Children
have a firm foundation to be the
best they can in the future. (circa 29
staff)
Clifton with Rawcliffe
Primary School
Eastholme Drive, Rawcliffe,
York, YO30 5TA
Staff and children learn together in
a calm and creative environment
that focuses on the development of
basic skills. Children learn to work
with confidence and independence
in open plan learning areas that
offer creative and flexible
approaches to teaching. (circa 69
staff).
Hempland Primary Academy
Whitby Avenue, Stockton Lane,
York, YO31 1ET
Hempland’s creative approach to
make learning engaging, purposeful
and irresistible aims to bring out
the best in all children. Underpinned
by an ethos of Care, Growth and
Success, Hempland is an
outstanding place for children to
learn, grow and flourish. (Circa 54
staff).
Heworth Church of England
Primary School
53 Heworth Road, Heworth,
York, YO31 0AA
Heworth is a thriving Church school
whose core aim is to ‘help each
child to flourish’. Through Christian
values of Forgiveness, Trust,
Compassion and Endurance, we aim
to provide a rich learning experience
for all pupils to succeed. (Circa 29
staff)
New Earswick Primary School
Hawthorn Terrace, New Earswick,
York, YO32 4BY
New Earswick’s aim of nurturing a
love of learning balanced with the
basic skills to succeed in life are
supported by the school’s vision
and values; we want all our pupils to
have the best, to do their best and
to be the best that they can be.
(Circa 30 staff).
St Lawrence’s Church of England
Primary School
Heslington Road,
York, YO10 5BW
St Lawrence’s has a desire for all
children to feel they can achieve
anything with the support and
guidance of their teachers and
through the Christian values of
being Caring, Considerate and
Courageous. The school works to
ensure that all children reach their
full potential. (Circa 39 staff).
Archbishop Holgate’s School
Hull Road,
York, YO10 5ZA
Archbishop Holgate’s School is a
flourishing 11 to 18 Church school
with outstanding exam results, high
quality teaching and learning and
an inspiring curriculum all of which
are underpinned by the school’s
Christian values of Justice,
Compassion, Forgiveness and Trust.
(Circa 215 staff).
Tang Hall Primary School
Sixth Avenue, Heworth,
York, YO31 0UT
A combination of traditional values
and innovative and creative
educational practice, Tang Hall is a
vibrant and inclusive school with a
determination to provide the best
education possible for the children
of Tang Hall and neighbouring
areas. (Circa 35 staff)
Acomb Primary School
West Bank,
York, YO24 4ES
Acomb Primary School is a place
where everyone aims high,
achievements are celebrated and
everyone is valued. Through the
opportunities it provides, the school
aims to develop children as
independent learners and effective
communicators. (Circa 40 staff).
Collaborate
As a family of schools, we work collaboratively
to celebrate and nurture both the similarities
and distinctiveness of each school’s individual
ethos and values.
Celebrate
We celebrate the uniqueness of all pupils, and
through outstanding pastoral care, academic
challenge and inspirational teaching we support
each child to flourish and succeed.
Develop
We develop outstanding leadership at all
levels that delivers maximum achievement
whilst supporting and developing the vision
and values that underpin all we do.
Thrive
We generate positive and challenging
learning environments which allow staff
to grow and thrive through excellent
professional development.
Nurture
We nurture an ethos in which children learn
by example and grow spiritually, morally and
socially to understand the uniqueness and
diversity of communities, faiths and cultures -
locally, nationally and internationally.
Community Partnering with the Church of England,
other schools, educational institutions and
the Pathfinder Teaching School to ensure
we provide an outstanding education from
pre-school to post 16.
Pathfinder Multi Academy Trust
www.pathfindermat.co.uk
We are an inclusive partnership of church and community schools underpinned by
a shared vision, common values and a commitment to providing an outstanding
and holistic education to all the young people we serve.
Your present
circumstances
don’t determine
where you can
go; they merely
determine where
you start.”
“
Main Purpose of Job
To work with the HR Manager to ensure the MAT, as a relatively new, single employer of 540 staff across
nine schools, has the right HR policies, procedures and systems in place to meet the organisation’s needs.
To lead on further developing and maintaining all of the necessary HR administrative processes. Ensuring
they are fit for purpose based on the MAT being a single employer whilst fostering independence and
responsibility for staffing issues at individual school level.
To assist in the implementation of the new, integrated HR and Payroll IT System (Carval’s Unistaff software).
NB. The technical payroll and pensions elements of the system are dealt with by Finance colleagues.
Core Responsibilities, Tasks and Duties
1. Ensuring all schools and departments in the MAT follow best practice and meet all statutory obligations in
their recruitment and appointment processes; including meeting all “Single Central Record” and
safeguarding requirements— e.g. DBS and disqualification checks, employment references etc.
2. Developing and maintaining a library of job/role descriptions for use by all schools; alerting the HR
Manager to any inconsistencies in pay and grading that may require attention to prevent equal pay issues
arising.
3. Issuing contracts of employment to all new starters. (This will include both production of contracts of
employment centrally and, for some schools, advising school based staff on this process being done at
school level).
4. Ensuring relevant information is provided to staff on pension scheme membership.
5. Ensuring all schools follow the MAT’s probationary period requirements and that appropriate records are
maintained and documentation issued to staff in accordance with the required timescales.
6. Ensuring schools issue appropriate documentation when dealing with leavers and changes to contracts and
that clear systems are in place and followed to make sure such changes are actioned on the payroll in a
timely fashion.
7. Assisting schools with their use of the new HR IT system; in particular for:
Setting up new starters
Managing leavers from the organisation
Managing changes in contractual arrangements
Recording absences (with a focus on sickness absence)
8. Assisting and advising schools with their recording and management of absences, including sickness
absence, dependant care leave and maternity/adoption/paternity/shared parental leave.
9. Liaising with the HR Manager and schools to ensure appropriate action is taken when staff hit attendance
management trigger points.
10. Liaising with Occupational Health on absence cases as required.
11. Analysis of absence trends and provision of termly reports for the MAT Board and CEO.
12. Regularly reviewing HR systems, documentation and procedures to ensure they are effective and efficient
and meet the needs of schools across the MAT.
13. Giving first line advice and information on terms and conditions of employment for both teaching and
support staff.
Job Description
www.pathfindermat.co.uk
Supervision / Management of People
There is no direct line management of other staff required from this post-holder.
Will be required to support and advise staff in schools on HR procedures and requirements, this could
include input into staff induction processes and training of new staff.
Creativity and Innovation
The post holder will be required to be pro-active and use initiative in proposing changes to working
practices and/or processes
Continually assessing work to improve and develop HR systems as necessary.
Ability to research background to specific HR queries and give advice accordingly.
Will be required to use initiative and to interpret policies, terms and conditions.
Contacts and Relationships
Providing regular information and advice to School Business Managers and other School Office Staff on HR
systems and procedures.
Communication with Headteachers on specific HR issues.
Close contact with Finance staff regarding payroll and pensions issues
Provision of information to staff as requested in terms and conditions / HR systems etc.
Occasional contact with union representatives
Liaison with Occupational Health Provider on pre—employment medical issues and referrals in sickness
absence cases.
Occasional contact with the MAT’s legal providers if advice required on specific cases / HR policies.
Occasional contact with members of schools’ Local Governing Committees on HR issues and provision of
information on staff related matters.
Decisions - Discretion and Consequences
Management / prioritisation of own workload
Giving advice and seeking information in a timely fashion.
Use judgement to design, develop and implement modifications / variations to processes and working
arrangements, to improve the quality of the work of the HR service.
Uses discretion when responding to enquiries so as not to commit any breaches of confidentiality.
Resources - Financial and Equipment (Not budget, and not including desktop equipment.)
Normal office equipment.
Work Environment
Work Demands
Required to work to some regular deadlines in relation to payroll liaison and for issue of contractual
documentation
Physical Demands
This will involve occasional visits to School sites within the MAT and requires ability to travel to those sites.
Working Conditions
Normal office environment.
Work Context
There may be a small risk of abuse from some pupils / parents
www.pathfindermat.co.uk
www.pathfindermat.co.uk
Essential Desirable
Must have excellent administrative and organisational skills with the ability to prioritise
own work
Excellent IT skills, with a willingness to use and develop the new HR/Payroll IT system.
Experience of working in a post linked to HR administration /advice
A basic knowledge of the legal requirements of contracts of employment and safer
recruitment processes.
An understanding of legal obligations and good practice in attendance management
procedures
Ideally, holds a Level 3 qualification in HR.
Must have a good level of literacy and numeracy skills, with ability to work accurately
and precisely. This includes the ability to draft formal letters, reports and other HR
related documentation
Must have ability to input, understand and present data.
Must be a team player with a “can-do” attitude, willing to work positively and
co-operatively with other staff.
Must have ability to give clear, accurate and timely advice
Must be able to be persuasive in a positive way when required; with good influencing
skills for dealing with staff, Headteachers and other managers.
Must be willing to follow all of the MAT’s policies, procedures and systems in relation to
child protection and wider safeguarding issues.
Be willing to maintain a pro-active record of CPD.
Knowledge of terms and conditions of employment for Teachers and / or Local
Government staff.
An understanding of new GDPR requirements
Person Specification
Employee Assistance Programme
Making sure everyone
in Pathfinder Multi
Academy Trust team
gets the support they
need whatever their
worries, at home or at
work. The 24/7 confidential Employee Assistance
Programme offers specialist counselling and
information meaning everyone has support at any time.
What does it provide?
The Employee Assistance Programme is available 24
hour a day, 365 days a year, is completely confidential
and provides support by telephone or online from
specialist call handlers and counsellors who understand
the demands of working in education. It provides:
Emotional support and counselling
Specialist information on work-life balance
Financial and legal information
Management consultation to support those
responsible for managing others
Up to six sessions of face-to-face or telephone
counselling
Access to online Cognitive Behavioural Therapy
(CBT)
Information on local services such as elder care
and childcare
The Education Support Partnership experts assess each
call individually and decide what the best course of
action for each caller is, whether that be counselling,
online CBT or signposting to additional services.
Education Support Partnership Grants
A confidential grants service to help you manage your
financial and money worries to get you back on track
when you are struggling. If you are working in or
retired from the education sector and are suffering
financial problems caused by unemployment, ill
health, sudden life events, bereavement or a personal
injury the Education Support Partnership may be able
to help you.
Pension Scheme
As an employee of Pathfinder MAT you are offered
membership of either the Teachers’ Pension Scheme;
or for support staff, the Local Government Pension
Scheme. As well as employee’s paying contributions
into the scheme (banded, based on earnings level)
Pathfinder MAT also pays into the scheme on your
behalf at the following rates (regardless of earnings):
Support Staff Pension Scheme
LGPS – Pathfinder MAT contributes
an additional 19.9% of your salary.
Teachers’ Pension Scheme
Pathfinder MAT contributes an
additional 16.48% of your salary.
For more information please visit:
www.teacherspensions.co.uk www.nypf.org.uk
Cycle to Work Scheme
For staff who wish to purchase a bike for the purpose
of travelling to work this can be done via Cyclescheme.
You purchase the bike you want via the scheme and
Pathfinder MAT pays the initial cost upfront and then
you pay for it directly from your salary on a monthly
basis (12 months is the usual duration). The deductions
for the cyclescheme are taken from your gross pay each
month so your taxable pay is lower than it otherwise
would be.
For more information visit www.cyclescheme.co.uk
Childcare Vouchers
Pathfinder MAT use Fideliti as the childcare voucher
provider. Once you have registered with them they
will send invoices to the MAT on a monthly basis for
the value of the vouchers you want. The MAT will
then deduct the same value from your gross pay
each month so that your taxable pay is lower that it
otherwise would be. Fideliti deal with all of the
administration of childcare vouchers with you and
your childcare provider directly.
For more information about the scheme please visit:
www.fideliti.co.uk/default.aspx
Benefits of working at Pathfinder
www.pathfindermat.co.uk