HR & Finance Administrator

Finance 

• Input standing information to the Trust’s Finance system (suppliers, debtors etc.) in accordance with the trust financial procedure.
• Undertake the processing of purchase orders from requisitions, accurately and in accordance with authorisation and timescales.
• Ensure all purchase orders processed are checked for accuracy and forward to suppliers.
• Processing of creditor invoices, checking to purchase orders and goods received notes, ensuring appropriate authorisation is obtained and ready for payment
• To maintain an accurate filing system (electronic and paper based) suitable for audit purposes
• Processing of timesheets, staff expenses and car mileage claims within Academy agreed timescales, ensuring accuracy at all times and appropriate authorisation has been received.
• Update all staff variations (new starters, leavers, changes in contracts) onto the payroll system.
• Complete updates to Arbor with data as required. 

HR

• To provide support and under the direction of the HR Advisor assist with the recruitment processes, including creating job packs, placing adverts, collating relevant information and requesting references.  
• To assist the HR Advisor with maintaining staff sickness and absences records, ensuring correct statutory paperwork is completed, recorded and stored securely in the relevant locations.
• Create, maintain and update confidential HR records for all staff.
• Undertake administrative duties in connection with personnel changes / amendments and terminations of contracts for staff.
• Assist with accurately updating and maintaining the Single Central Record and process pre-employment checks (including DBS applications).
• Produce HR letters ensuring that all communication on behalf of the Trust are consistent, accurate and professional and is compliant with data protection (GDPR) legislation and all correspondence (including contractual documentation) is issued in a timely manner. 
• Act as the first point of contact in managing general enquiries received by HR. 
• Adapt to changing business needs, re-prioritising as necessary to ensure an effective HR service is provided at all times
• Be responsible for the accurate maintenance and filing of HR records and correspondence in a timely manner and ensure information is stored confidentially (and disposed of as appropriate) in line with GDPR and Trust policies
• Maintain & cleanse staff personal files, support with various audits e.g. Annual Workforce Census, Ofsted visits and ensure HR systems are accurately maintained
• Monitor the recruitment email inbox. 

Cover

• To manage the Academy staff absence line on a morning when staff report last minute absence from work. 
• To manage the organisation of daily cover for absent staff using the diary which details planned absences, meetings, school trips and training, plus unplanned absences. 
• To allocate cover effectively and efficiently to enable the school to operate with minimum disruption to the students. To inform relevant staff of any changes to the cover list.
• Throughout the day, deal with any changes regarding cover arrangements and deal with any issues arising. This requires considerable mobility around the school to ensure that all messages are received by relevant members of staff.
• To liaise with supply agencies on a daily basis and book supply staff as required
• To build relationships with supply agencies.

The above list is not exhaustive or exclusive. The role requires the post holder to be  professional, cooperative and flexible in line with business needs of the Trust. The post holder is required to undertake additional such duties as may reasonably be  expected within the scope and grading for the post. 

Whilst every endeavour has been made to outline the main duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. Broad headings, therefore, may have been used below, in which case all the usual associated routines are naturally included in the job profile. 

This school is an Equal Opportunities Employer and requires its employees to comply with all current equality policies in terms of equal opportunity for employment and access to services. 

This school is committed, where possible, to making any necessary reasonable adjustments to the job role and the working environment that would enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition.