Job Description. Human Resources Manager

Transcription

1 Page 1 of 5 Job Description Human Resources Manager Department: Line Manager: Bursary Bursar Description: A review of the HR function has identified the need for a full time HR Manager to further develop the services provided by HR after a centralisation of recruitment services in the Bursary a year ago. The HR Manager, supported by the HR Assistant, will provide a single focal point for all HR matters. The details below serve only as a summary of the main responsibilities of the new post and it is anticipated that this new role will evolve further as the services are embedded. The HR Manager will be responsible to the Bursar for the performance of his/her duties. However, the nature of the duties means that the post holder will also work closely with all members of the Senior Management Team. The HR Manager, through communications with staff internally and through liaison with external applicants, must demonstrate an awareness of the need to provide timely, high quality customer service. Key accountabilities, duties and responsibilities: Employment Legislation To centralise and maintain a sound knowledge base on HR related issues and employment law in order to advise The Portsmouth Grammar School Headmaster, Bursar, Junior School Headmaster, Senior Management Team, and where necessary Heads of teaching and non-teaching departments, on personnel and employment policy, and on emerging employment legislation. To support, develop and give guidance on all aspects of people management to ensure consistency and avoid discrimination. In liaison with the Headmaster and Bursar, to support effective employee relations to ensure efficient communication on issues such as maternity, paternity, flexible working, equal opportunities, minimum wage and working time directives. To ensure the school s compliance with employment regulations and provide advice on all employment legislation so that the school meets its legal obligations.

2 Page 2 of 5 To review and where necessary develop the school s personnel policies, and to ensure the contracts and letters of appointment of staff provide a consistency of approach. To provide appropriate updated information on relevant employment matters to the Second Master for inclusion in the Common Room Handbook and the Bursar for the Support Staff Handbook. To ensure, in cooperation with the Second Master and Bursar, that the school complies with safeguarding legislation regarding the employment of staff. To advise on disciplinary and capability matters, supporting the conducting of investigations, arrange meetings and initiate the necessary letters and warnings where appropriate. Should an employment termination or redundancy situation ever occur, to advise on policy and manage this process. To recommend action in the event of an employee grievance or legal proceedings, seeking advice where necessary and liaising with legal and professional advisers as appropriate. Employee Records To take lead responsibility for the staff appointment register, the Staff Central Register, and to ensure that this is kept up to date at all times for both internal and external inspection. Supported by the HR Assistant, to ensure that all other staff records in the school s database systems are kept up to date, whether manual or electronic. Provide relevant employee data for government surveys. To ensure formal contracts including terms and conditions of service are maintained for all staff and that the Support Staff handbook is kept up to date to reflect new legislation. To ensure that compliance requirements are also met, and documented, for visiting and peripatetic staff, external coaches and regular contractors. Liaise with the Payroll and Pensions Administrator and HR Assistant to follow up on the recording of sickness absence (see below). To ensure DBS records are kept in accordance with the DBS requirements and retention of data is in accordance with the school s Data Protection Policy. To ensure records are kept on staff appraisal completion for monitoring. Absence Management Ensure sickness absence records are monitored and evaluated, and advise line managers on supporting the Absence Management Policy, and issuing appropriate documentation as required. Provide support, in liaison with the Bursar, regarding those on long term absence and in communications with appropriate medical consultants. Support staff compliance with absence recording processes.

3 Page 3 of 5 Recruitment In close liaison with The Portsmouth Grammar School Headmaster, Bursar, Junior School Headmaster, and where necessary their support staff, to advise on and to oversee the whole recruitment process. To review job descriptions, person specifications and other recruitment documentation to ensure compliance with appropriate employment legislation prior to publication. To advise on appropriate advertising media, and place advertisements for all vacancies, both teaching and support staff, and monitor responses to advertising and costs. To ensure the school s website provides accurate information on school vacancies and that relevant documents on the vacancies page are up to date. To produce interview timetables with all staff involved in the process and to coordinate on the day. To be responsible for the sending out of interview letters, reference requests, letters of appointment (and rejection) and staff contracts for signature by the Portsmouth Grammar School Headmaster, Junior School Headmaster or Bursar as appropriate. To ensure Action on appointment forms for staff are completed before staff commence employment, with all pre-employment checks satisfactorily completed. As lead signatory for the Disclosure & Barring Service and as a Safe Recruitment accredited interviewer, to ensure compliance with appropriate Safeguarding procedures. This includes ensuring any necessary overseas checks are completed for candidates. To ensure support staff are issued with appropriate induction documentation. To ensure that any probationary period is suitably diarised and that confirmation of position letters are produced once probationary reviews have been undertaken by line managers. To ensure the correct documentation is put in place for any internally promoted staff. and to assist in the recruitment, development, retention and motivation of quality staff. Payroll and Pensions To ensure regular, consistent and timely information and instruction is given to the Payroll administrator. To liaise with the Payroll and Pensions Administrator to monitor and if necessary take action regarding the control of staff working hours, sickness, and other absences. To ensure the timely production of annual salary advice letters, and to contribute to the annual budgeting process in respect of staffing and any HR related costs. To be an additional point of contact for staff, academic and support, on pension schemes

4 Page 4 of 5 Professional Development To support the Bursar, in liaison with the relevant line managers, in facilitating the school s development programme for all support staff, including formal appraisal where appropriate, advising on relevant initiatives and leading on specific projects. To support staff to help their own development and ensure job continuity. To support the Headmaster and the designated members of staff in the on-going professional development opportunities for teaching staff, ensuring such support is promoted in the recruitment process and initiatives and opportunities are recorded. To liaise with the appropriate staff to ensure that effective staff induction procedures are carried out and to deliver appropriate parts of the procedure for support staff. Person Specification The successful applicant will Have relevant CIPD qualifications or demonstrable knowledge, professional development and experience relevant for the role. Be highly organised with excellent administrative skills. Have excellent team working skills and have the willingness to work as an integral part of a small, busy team in the accomplishment of common goals and strategy objectives. Have a sound knowledge of Human Resources in a large organisation; experience gained in an education environment would be an advantage. Be able to work harmoniously, efficiently, often under pressure, principally with the Bursar but also with the Headmaster and the school s Senior Management Team Be able to resolve conflicts and handle sensitive issues with tact and diplomacy. Have the ability to work with minimal supervision and make decisions using own initiative. Have excellent IT and communication skills, with ability to prepare reports when needed. Have experience of managing others and ensuring team deadlines are met. Terms and Conditions The starting date will be 4 January 2016 or as soon afterwards as is possible. A flexible attitude is required as, at times of peak work flow or main events, there may be a requirement for occasional evening or weekend work. Where this is necessary, time off in lieu will be given, the timings of which will be agreed with the Bursar in advance. Contract of Employment PGS is committed to safeguarding children and the successful applicant will be subject to an Enhanced Disclosure and Barring Service check. All conditions of employment are detailed in a separate contract issued by the Bursary.

5 Page 5 of 5 The Portsmouth Grammar School prides itself on being a caring employer and all staff are encouraged to discuss any aspects of their terms and conditions of employment initially with their line manager and, as necessary, with the Bursar who signs all contracts of employment on behalf of the Governing Body. Benefits The school is a strong supporter of Continuing Professional Development (CPD) and support staff wishing to undertake appropriate professional training can apply for financial support towards any associated costs. Key financial benefits of employment at PGS include a generous salary structure and leave allowance. A two course lunch is provided to all staff during term time. The school will auto-enrol you into the NEST pension scheme and also offers an alternative pension scheme with Scottish Widows whereby if you contribute 6.5% of your salary the school will contribute 8.5%. We also have a non-contributory death-in-service policy and operate a salary sacrifice scheme linked to the payment of school fees. Other benefits include the acceptance of the Government s Child Care Vouchers as well as being an approved operator of the salary sacrifice Cycle to Work Scheme. Additional benefits include free use of the school s Sports facilities which include a well-equipped Fitness Centre. The school is always looking for innovative ways to improve the working conditions and remuneration of its employees and welcomes suggestions from all staff. How to apply Further information and the support staff application form is available on the website at or can be requested from the school on An electronic application would be preferable, submitted to HR@pgs.org.uk. All applicants should complete a support staff application form, and submit a covering letter and full curriculum vitae. The closing date is noon Monday 30 November Interviews are scheduled to take place on Monday 7 December