Job Title

HR Administration and Systems Officer

Reports to

HR Manager

Grade

Grade 7 - £22,923 to £25,320

Pro Rata salary is £12,331 to £13,620 (based on

22.5 hours per week and TTO+2 working)

Part time - up to 22.5 hours per week available-

there is room for flexibility around hours and days

worked. Term time only plus two weeks in the

school holidays.

Additional Information

This is a central role within Pathfinder MAT (i.e. it is

not linked to one specific school but will be based at

Archbishop Holgate’s School). The post-holder is

required to work with all of the schools in the MAT,

which will occasionally require attendance at all of our

sites. The post-holder must be willing to use own

vehicle for work purposes and be insured accordingly.

This is an exciting opportunity to join the Central

Operations Team of this thriving Multi Academy Trust

that now consists of nine schools across York. We have

one large secondary school and eight primary schools

employing circa 540 staff in total.

The main purpose of the role is to ensure that there are

consistent and effective HR systems and procedures

fully embedded across the MAT and to provide a central

HR administrative and first line advisory function to

schools.

Initial focus of the role will be on embedding

attendance management systems, contract

administration and implementation of a newly

purchased HR and Payroll IT System (Carval—Unistaff

software)

You will need to have excellent organisational and

administrative skills as well as being confident and

flexible with a pragmatic “can-do” approach to HR

problem solving.

www.pathfindermat.co.uk

HR Administration and Systems Officer

Pathfinder Multi Academy Trust - York

Closing date: 7 February 2018

Interviews: w/c 19 February 2018

A Partnership of Church and Community Schools

Partner Schools in Pathfinder

www.pathfindermat.co.uk

Badger Hill Primary School

Crossways, Badger Hill,

York, YO10 5JF

Badger Hill is a close knit

community with a focus on teaching

pupils to have sound core values

with an emphasis on respect for

others, mutual understanding and

the celebration of diversity. Children

have a firm foundation to be the

best they can in the future. (circa 29

staff)

Clifton with Rawcliffe

Primary School

Eastholme Drive, Rawcliffe,

York, YO30 5TA

Staff and children learn together in

a calm and creative environment

that focuses on the development of

basic skills. Children learn to work

with confidence and independence

in open plan learning areas that

offer creative and flexible

approaches to teaching. (circa 69

staff).

Hempland Primary Academy

Whitby Avenue, Stockton Lane,

York, YO31 1ET

Hempland’s creative approach to

make learning engaging, purposeful

and irresistible aims to bring out

the best in all children. Underpinned

by an ethos of Care, Growth and

Success, Hempland is an

outstanding place for children to

learn, grow and flourish. (Circa 54

staff).

Heworth Church of England

Primary School

53 Heworth Road, Heworth,

York, YO31 0AA

Heworth is a thriving Church school

whose core aim is to ‘help each

child to flourish’. Through Christian

values of Forgiveness, Trust,

Compassion and Endurance, we aim

to provide a rich learning experience

for all pupils to succeed. (Circa 29

staff)

New Earswick Primary School

Hawthorn Terrace, New Earswick,

York, YO32 4BY

New Earswick’s aim of nurturing a

love of learning balanced with the

basic skills to succeed in life are

supported by the school’s vision

and values; we want all our pupils to

have the best, to do their best and

to be the best that they can be.

(Circa 30 staff).

St Lawrence’s Church of England

Primary School

Heslington Road,

York, YO10 5BW

St Lawrence’s has a desire for all

children to feel they can achieve

anything with the support and

guidance of their teachers and

through the Christian values of

being Caring, Considerate and

Courageous. The school works to

ensure that all children reach their

full potential. (Circa 39 staff).

Archbishop Holgate’s School

Hull Road,

York, YO10 5ZA

Archbishop Holgate’s School is a

flourishing 11 to 18 Church school

with outstanding exam results, high

quality teaching and learning and

an inspiring curriculum all of which

are underpinned by the school’s

Christian values of Justice,

Compassion, Forgiveness and Trust.

(Circa 215 staff).

Tang Hall Primary School

Sixth Avenue, Heworth,

York, YO31 0UT

A combination of traditional values

and innovative and creative

educational practice, Tang Hall is a

vibrant and inclusive school with a

determination to provide the best

education possible for the children

of Tang Hall and neighbouring

areas. (Circa 35 staff)

Acomb Primary School

West Bank,

York, YO24 4ES

Acomb Primary School is a place

where everyone aims high,

achievements are celebrated and

everyone is valued. Through the

opportunities it provides, the school

aims to develop children as

independent learners and effective

communicators. (Circa 40 staff).

Collaborate

As a family of schools, we work collaboratively

to celebrate and nurture both the similarities

and distinctiveness of each school’s individual

ethos and values.

Celebrate

We celebrate the uniqueness of all pupils, and

through outstanding pastoral care, academic

challenge and inspirational teaching we support

each child to flourish and succeed.

Develop

We develop outstanding leadership at all

levels that delivers maximum achievement

whilst supporting and developing the vision

and values that underpin all we do.

Thrive

We generate positive and challenging

learning environments which allow staff

to grow and thrive through excellent

professional development.

Nurture

We nurture an ethos in which children learn

by example and grow spiritually, morally and

socially to understand the uniqueness and

diversity of communities, faiths and cultures -

locally, nationally and internationally.

Community Partnering with the Church of England,

other schools, educational institutions and

the Pathfinder Teaching School to ensure

we provide an outstanding education from

pre-school to post 16.

Pathfinder Multi Academy Trust

www.pathfindermat.co.uk

We are an inclusive partnership of church and community schools underpinned by

a shared vision, common values and a commitment to providing an outstanding

and holistic education to all the young people we serve.

Your present

circumstances

don’t determine

where you can

go; they merely

determine where

you start.”

“

Main Purpose of Job

To work with the HR Manager to ensure the MAT, as a relatively new, single employer of 540 staff across

nine schools, has the right HR policies, procedures and systems in place to meet the organisation’s needs.

To lead on further developing and maintaining all of the necessary HR administrative processes. Ensuring

they are fit for purpose based on the MAT being a single employer whilst fostering independence and

responsibility for staffing issues at individual school level.

To assist in the implementation of the new, integrated HR and Payroll IT System (Carval’s Unistaff software).

NB. The technical payroll and pensions elements of the system are dealt with by Finance colleagues.

Core Responsibilities, Tasks and Duties

1. Ensuring all schools and departments in the MAT follow best practice and meet all statutory obligations in

their recruitment and appointment processes; including meeting all “Single Central Record” and

safeguarding requirements— e.g. DBS and disqualification checks, employment references etc.

2. Developing and maintaining a library of job/role descriptions for use by all schools; alerting the HR

Manager to any inconsistencies in pay and grading that may require attention to prevent equal pay issues

arising.

3. Issuing contracts of employment to all new starters. (This will include both production of contracts of

employment centrally and, for some schools, advising school based staff on this process being done at

school level).

4. Ensuring relevant information is provided to staff on pension scheme membership.

5. Ensuring all schools follow the MAT’s probationary period requirements and that appropriate records are

maintained and documentation issued to staff in accordance with the required timescales.

6. Ensuring schools issue appropriate documentation when dealing with leavers and changes to contracts and

that clear systems are in place and followed to make sure such changes are actioned on the payroll in a

timely fashion.

7. Assisting schools with their use of the new HR IT system; in particular for:

Setting up new starters

Managing leavers from the organisation

Managing changes in contractual arrangements

Recording absences (with a focus on sickness absence)

8. Assisting and advising schools with their recording and management of absences, including sickness

absence, dependant care leave and maternity/adoption/paternity/shared parental leave.

9. Liaising with the HR Manager and schools to ensure appropriate action is taken when staff hit attendance

management trigger points.

10. Liaising with Occupational Health on absence cases as required.

11. Analysis of absence trends and provision of termly reports for the MAT Board and CEO.

12. Regularly reviewing HR systems, documentation and procedures to ensure they are effective and efficient

and meet the needs of schools across the MAT.

13. Giving first line advice and information on terms and conditions of employment for both teaching and

support staff.

Job Description

www.pathfindermat.co.uk

Supervision / Management of People

There is no direct line management of other staff required from this post-holder.

Will be required to support and advise staff in schools on HR procedures and requirements, this could

include input into staff induction processes and training of new staff.

Creativity and Innovation

The post holder will be required to be pro-active and use initiative in proposing changes to working

practices and/or processes

Continually assessing work to improve and develop HR systems as necessary.

Ability to research background to specific HR queries and give advice accordingly.

Will be required to use initiative and to interpret policies, terms and conditions.

Contacts and Relationships

Providing regular information and advice to School Business Managers and other School Office Staff on HR

systems and procedures.

Communication with Headteachers on specific HR issues.

Close contact with Finance staff regarding payroll and pensions issues

Provision of information to staff as requested in terms and conditions / HR systems etc.

Occasional contact with union representatives

Liaison with Occupational Health Provider on pre—employment medical issues and referrals in sickness

absence cases.

Occasional contact with the MAT’s legal providers if advice required on specific cases / HR policies.

Occasional contact with members of schools’ Local Governing Committees on HR issues and provision of

information on staff related matters.

Decisions - Discretion and Consequences

Management / prioritisation of own workload

Giving advice and seeking information in a timely fashion.

Use judgement to design, develop and implement modifications / variations to processes and working

arrangements, to improve the quality of the work of the HR service.

Uses discretion when responding to enquiries so as not to commit any breaches of confidentiality.

Resources - Financial and Equipment (Not budget, and not including desktop equipment.)

Normal office equipment.

Work Environment

Work Demands

Required to work to some regular deadlines in relation to payroll liaison and for issue of contractual

documentation

Physical Demands

This will involve occasional visits to School sites within the MAT and requires ability to travel to those sites.

Working Conditions

Normal office environment.

Work Context

There may be a small risk of abuse from some pupils / parents

www.pathfindermat.co.uk

www.pathfindermat.co.uk

Essential Desirable

Must have excellent administrative and organisational skills with the ability to prioritise

own work

Excellent IT skills, with a willingness to use and develop the new HR/Payroll IT system.

Experience of working in a post linked to HR administration /advice

A basic knowledge of the legal requirements of contracts of employment and safer

recruitment processes.

An understanding of legal obligations and good practice in attendance management

procedures

Ideally, holds a Level 3 qualification in HR.

Must have a good level of literacy and numeracy skills, with ability to work accurately

and precisely. This includes the ability to draft formal letters, reports and other HR

related documentation

Must have ability to input, understand and present data.

Must be a team player with a “can-do” attitude, willing to work positively and

co-operatively with other staff.

Must have ability to give clear, accurate and timely advice

Must be able to be persuasive in a positive way when required; with good influencing

skills for dealing with staff, Headteachers and other managers.

Must be willing to follow all of the MAT’s policies, procedures and systems in relation to

child protection and wider safeguarding issues.

Be willing to maintain a pro-active record of CPD.

Knowledge of terms and conditions of employment for Teachers and / or Local

Government staff.

An understanding of new GDPR requirements

Person Specification

Employee Assistance Programme

Making sure everyone

in Pathfinder Multi

Academy Trust team

gets the support they

need whatever their

worries, at home or at

work. The 24/7 confidential Employee Assistance

Programme offers specialist counselling and

information meaning everyone has support at any time.

What does it provide?

The Employee Assistance Programme is available 24

hour a day, 365 days a year, is completely confidential

and provides support by telephone or online from

specialist call handlers and counsellors who understand

the demands of working in education. It provides:

Emotional support and counselling

Specialist information on work-life balance

Financial and legal information

Management consultation to support those

responsible for managing others

Up to six sessions of face-to-face or telephone

counselling

Access to online Cognitive Behavioural Therapy

(CBT)

Information on local services such as elder care

and childcare

The Education Support Partnership experts assess each

call individually and decide what the best course of

action for each caller is, whether that be counselling,

online CBT or signposting to additional services.

Education Support Partnership Grants

A confidential grants service to help you manage your

financial and money worries to get you back on track

when you are struggling. If you are working in or

retired from the education sector and are suffering

financial problems caused by unemployment, ill

health, sudden life events, bereavement or a personal

injury the Education Support Partnership may be able

to help you.

Pension Scheme

As an employee of Pathfinder MAT you are offered

membership of either the Teachers’ Pension Scheme;

or for support staff, the Local Government Pension

Scheme. As well as employee’s paying contributions

into the scheme (banded, based on earnings level)

Pathfinder MAT also pays into the scheme on your

behalf at the following rates (regardless of earnings):

Support Staff Pension Scheme

LGPS – Pathfinder MAT contributes

an additional 19.9% of your salary.

Teachers’ Pension Scheme

Pathfinder MAT contributes an

additional 16.48% of your salary.

For more information please visit:

www.teacherspensions.co.uk www.nypf.org.uk

Cycle to Work Scheme

For staff who wish to purchase a bike for the purpose

of travelling to work this can be done via Cyclescheme.

You purchase the bike you want via the scheme and

Pathfinder MAT pays the initial cost upfront and then

you pay for it directly from your salary on a monthly

basis (12 months is the usual duration). The deductions

for the cyclescheme are taken from your gross pay each

month so your taxable pay is lower than it otherwise

would be.

For more information visit www.cyclescheme.co.uk

Childcare Vouchers

Pathfinder MAT use Fideliti as the childcare voucher

provider. Once you have registered with them they

will send invoices to the MAT on a monthly basis for

the value of the vouchers you want. The MAT will

then deduct the same value from your gross pay

each month so that your taxable pay is lower that it

otherwise would be. Fideliti deal with all of the

administration of childcare vouchers with you and

your childcare provider directly.

For more information about the scheme please visit:

www.fideliti.co.uk/default.aspx

Benefits of working at Pathfinder

www.pathfindermat.co.uk