Duties and Responsibilities
A. Personal Assistant (PA) Support to HR Director & HR Manager
* Provide proactive administrative support to the HR Director and HR Manager.
* Manage calendars, schedule meetings, coordinate internal and external appointments.
* Prepare meeting papers, minutes, reports, and presentations as required.
* Organise departmental filing, document coordination, and diary planning.
* Manage confidential information with the highest level of discretion.
* Support with HR projects, audits, policy reviews, and HR initiatives.
B. 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.