Bursary and HR Administrator

Purpose: To provide administrative support to the Bursary and HR Department and to be the relief Receptionist.

Reports to: Bursar

Main Duties and Responsibilities:

The post holder will undertake all duties and responsibilities in compliance with regulatory, legislative and School procedural requirements.

General

• Providing proficient administrative support including distributing post, correspondence, photocopying, filing, archiving, and other clerical and administrative duties;

• Hospitality;

• Ensuring levels of office resources are monitored and maintained such as pension leaflets, expense forms, application forms, insurance forms, general stationery etc.


Bursary

• Processing invoices on the purchase ledger;

• Maintaining Management Information databases and monitoring spreadsheets;

• Going to the bank, paying in cheques;

• General ordering, to include the ordering of stationery and pupil train tickets;

• Petty Cash handling and weekly reconciliation;

• Administer the recording and collection of payments for school trips;

• Credit Card reconciliation;

• Dealing with queries from third parties, staff members, pupils and parents as required.


HR

• Assisting with all aspects of recruitment administration ensuring that the School processes are followed;

• Ensuring the accurate and timely input and maintenance of information onto the HR and Single Central Register (SCR) databases;

• Logging staff sickness on HR database and ensuring the satisfactory receipt of doctors’ certificates and the completion of return to work meetings;

• General administration relating to employment start up and terminations in accordance with School policies and procedures;

• Assisting the HR Manager with the School staff induction process to include the preparation of induction information and packs;

• Maintaining Personnel files;

• Preparing with the support of the HR Manager documentation for payroll on starters, leavers, variations to contracts and sickness absences.


Reception

• Warmly welcoming all visitors to the school, ensuring that they sign the visitor’s book on arrival and departure and that they are introduced to the relevant members of staff, or place of work and provided with a visitor badge and identification taken if needed;

• Operate telephone and take messages;

• Take delivery of parcels;

• Offer guests including prospective parents, tea and coffee etc.

Any other tasks as reasonably required by the Bursar.

The Candidate Profile

The successful candidate is likely to possess the following:

Essential:

• Highly numerate;

• A high standard of personal presentation;

• Excellent spoken English and telephone manner;

• Excellent skills in oral and written communication;

• Good IT Skills;

• Ability to maintain confidentiality when dealing with data of a personal or commercially confidential nature;

• Ability to work within time constraints and prioritise tasks;

• High level of attention to detail and accuracy;

• Ability to work on your own as well as part of a busy team;

• Ability to work using own initiative.

Desirable:

• Previous experience of working within an office environment;

• Previous experience working within the educational sector;

• Experience of using HR and accounting/payroll systems;

• A flexible approach to working hours as there may be the occasional need to work outside normal office hours, e.g. recruitment or open evenings.


June 2017