HR Administrator

HR Administrator

Working with Line Manager (ii), responsible for organising cover requirements and rooming changes on a daily basis and communicating information to Cover Supervisor and School Staff.

Working with HR Manager to assist with HR administrative tasks

SPECIFIC AIMS AND KEY RESPONSIBILITIES        

Organisation of Teacher Lesson Cover

Organise cover for staff absence (planned and unplanned) on a daily basis including room changes as required.

Communicate staff absence and cover plan to LT in a timely manner (before 0800) and advise LT of any problems as quickly as possible.

Communicate daily cover plan to Cover Supervisor in a timely manner ensuring that cover work is readily available and handed over, where possible via email.

Inform teaching staff of any room changes in a timely manner.

Develop a good professional ongoing working relationship with suitable supply agencies.

Contact supply agencies to organise supply teaching staff to cover staff absence and ensure that an up-to-date record of their DBS checks is kept for safeguarding purposes

Source long-term supply cover for long-term sickness and paternity leave

Ensure that an up-to-date list of Supply Staff usage is kept in an Excel Spreadsheet, which includes their name, agency, days in school, reason and cost

Ensuring that timesheets are completed in good time so that invoices for all Supply Staff can be signed off and sent to Finance before payment deadlines.

Communicate with staff who are leading a School Trip regarding their cover costs and how many staff are going on the trip, so that accurate and cost-effective cover plans can be made.

When teachers are required for cover (during their Directable Time periods), ensure that notification is sent to staff before 0815 if possible, with details of the lesson and cover work if available. Keep an up-to-date record of who has been used for cover.

Creating collapsed timetables when large groups of students are out of School due to a trip or internal event, and ensuring that staff are informed in a timely manner regarding which lessons will be taking place. Distributing the timetable via Student Notices to students.

Allocate staff to the inclusion room when the Academic Administrator is unavailable

Liaise with staff to cover for support colleagues as and when required

Absence

Maintain SIMS record and up to date spreadsheet of all staff absence.

Maintain and produce records of monthly staff absence for payroll by first working day of the month.

Monitor staff absence levels by identifying and reporting patterns of absence to the HR Manager.

Provide absence reports when required

Other Tasks

Other tasks as directed by LT/HR Manager to include but is not limited to:

Supporting the HR Manager with HR admin tasks as and when required which may include tasks such as:

Compiling a daily staff notice email

Supporting internal and external inquiries and requests related to the HR department

Supporting the compilation and maintenance of paper, digital and electronic employee records, including holiday and sickness leaves

Entering employee data into computer database

Overseeing HR events and meetings and coordinating management-employee communications

Management of Room Booking System, including setting up new staff with a username and password, and solving any queries that staff members may have

Assist with the creation of the Year 11 revision timetable for the GCSE exam period.

Any other task(s) deemed reasonable by the Headteacher.

MANAGEMENT OF PEOPLE

Dual Line Management of Cover Supervisors (to be shared with the Deputy Headteacher)

SUPERVISION OF PEOPLE

Supervision and direction of external agency cover staff

CREATIVITY AND INNOVATION

Ability to solve problems associated with covering staff absence and complications arising from room changes.                                                                                                                  

CONTACTS AND RELATIONSHIPS

Regular contact with

Cover Supervisors

Supply Agencies and Supply Staff

Leadership Team

Teaching staff

Non-teaching staff

Members of the local community

DECISIONS

Discretion:

Maintaining confidentiality regarding all staffing matters

Consequences:

Inadequate cover plan will result in students being unsupervised in a lesson without cover work, which would affect student progress.

Reputation damage due to confidentiality breaches