Purpose of the role
The HR Administrator provides high-quality administrative support to the HR Director and HR Manager while delivering efficient HR administration across the employee lifecycle. This includes supporting recruitment onboarding, processing starters and leavers, ensuring full compliance with Keeping Children Safe in Education (KCSIE) 2025, managing the HR inbox, maintaining accurate employee records, and providing first-line HR advice to colleagues.
The role is central to ensuring an efficient, professional and compliant HR service that supports staff and contributes to the effective running of the school.
Duties and Responsibilities
A. HR Administration
Onboarding & Pre-Employment Checks (KCSIE 2025 compliant)
* Issue offer letters, contracts, and new starter packs.
* Collect and verify documentation including ID, Right to Work, qualifications, references and medical information.
* Process and track DBS checks, ensuring full compliance with KCSIE 2025 safer recruitment requirements.
* Prepare and maintain Single Central Record (SCR) entries accurately.
* Coordinate induction arrangements and support delivery of HR induction sessions.
* Ensure all pre-employment checks are complete before start dates.
Starters, Leavers & Contract Changes
* Process new starters, leavers, contractual changes, and variations promptly.
* Update HR systems, employee files and the SCR in line with policy.
* Draft contract addendums, variation letters and end-of-employment correspondence.
* Liaise with Payroll, IT, Finance and line managers to ensure smooth transitions.
HR Systems & Record Management
* Maintain accurate HR records, digital files and the HR database.
* Support audits, compliance checks and ISI inspection requirements.
* Track probation reviews, appraisals, mandatory training and right-to-work expiry dates.
HR Inbox Management & Colleague Support
* Manage the central HR inbox, responding promptly and professionally.
* Provide first-line guidance to staff on HR policies, processes and procedures.
* Escalate complex queries to the HR Manager/Director where needed.
* Support staff with forms, processes, system issues and general HR queries.
3. Additional Duties
* Prepare and submit monthly payroll changes, including starters, leavers, changes, allowances, sickness, overtime and unpaid leave.
* Support recruitment processes where required (advertising, interview coordination, candidate communication).
* Assist with HR events, INSET days, onboarding sessions and staff briefings.
* Support the collation of HR data, reports and metrics.
* Assist with wellbeing, engagement and staff celebration initiatives.
* Contribute to continuous improvement of HR processes and systems.
Collaborative Working:
• Work collaboratively with external agencies in the best interests of the College
• Work collaboratively to build strong working relationships within the College, ensuring a visible and supportive presence.
General Responsibilities:
• Attend weekly common room briefings
• Maintain high standards of professionalism and confidentiality at all times
• Role model and visibly promote the College values and behaviours
• Ensure high standards in respect of health and safety, equality, diversity and inclusion, safeguarding and child protection
• Be flexible to assist with the rapidly changing work requirements
• Maintain an awareness of changing external requirements and ensure that the HR service responds to changes in context
• Keep up to date and relevant in respect of HR best practice
Health & Safety
All staff are responsible for considering the Health and Safety of themselves and others as an integral part of their job and are expected to comply with the College Health and Safety policy.