The Horsell Village School | Horsell, Surrey - The …...safe, raise standards for all children...

Personnel/HR Assistant The SWAN Trust Dec 19 of 13

The SWAN Trust

Personnel/HR Application Pack


Contents

Front Cover 1

1. Invitation to apply from the CEO 2

2. Application 3

2.1 Requirements for references 3

2.2 Vacancy Timeline 3

3. About The SWAN Trust 4

4. Job Specification for Personnel Assistant 6

5. Job description for Personnel Assistant 7

6. Privacy notice for Job Applicants 9

1. Invitation to apply from the CEO

Dear Applicant,

Thank you so much for the interest you have shown in the position of Personnel/HR Assistant at The SWAN

Trust. We enclose some information about our Trust which we hope you will find of interest.

The advertised post offers a fantastic opportunity for the successful candidate to gain further experience of

Human Resources and Personnel whilst also working as part of an experienced leadership team over several

schools, we see this as a role that will grow. We are keen to appoint an outstanding team player who can

provide a contribution to our Trust. Most importantly, we have a community of schools, children, staff and

Governance with high aspirations and a real thirst for learning and success. There is a real desire and

commitment from all to make the Trust even better.

Enclosed please find a job description and person specification which provide more details about what we

are looking for. You are warmly welcomed to contact me for an informal conversation about the role at

school. When writing your letter of application please address the priorities identified in the job

description, including your reasons for applying and what you can bring to the role.

We would like to thank you again for your interest in the position; we look forward to receiving your

application.

Yours faithfully

Elaine Cooper, CEO


2. Application

2.1 Requirements for references

Candidates will be asked to submit along with their application:

Two referees will be contacted prior to interview one of whom should be your current or most recent

employer.

Your full employment history.

Relevant Qualifications (original certificates to be provided at interview stage).

2.2 Vacancy Timeline

Please return your full application no later than 12 noon Monday 20th January 2020 to:

Fiona Girdler – School Business Manager

The Horsell Village School

Church Hill

Horsell, Woking

Surrey

GU21 4QQ

Undertaking Date Information

Closing Date Monday 20th January 2020 at 12 noon

Please assist us by notifying your referees that we will be asking for references at this time, their speedy response would be greatly appreciated.

Shortlisting Monday 20th January 2020

Request to attend interview Tuesday 21st January 2020 Successful shortlisted candidates will be contact by telephone and then email

Interview Friday 24th January 2020

Decision Monday 27th January 2020 Feedback available after this time


3. About The SWAN Trust

The Context

We are proud and excited to be part of The Swan Trust, a Multi-Academy Trust, formed by five local schools

who believe that school to school support and collaboration will bring about improvements in the quality

of learning for pupils in our area.

Barnsbury Primary School and Nursery

Beaufort Primary School

The Hermitage School

The Horsell Village School

The Oaktree School

We have worked closely as a small group of five schools since 2012 and became an Umbrella Trust in 2013

and have now chosen to formalise this relationship as part of our long term commitment to work together

and, most importantly, our shared values and ethos.

The SWAN Trust was registered formally with the Department for Education (DfE) on 1st September 2019.

Our aim is that our five schools, who share a child centred ethos, will continue to work effectively together

to enhance the education of all the children in our care.

Vision

Our vision is to develop a successful partnership of values driven locally based primary schools that work

together to celebrate success and to create opportunities for our children and staff that raise aspirations

and inspire excellence for all.

The Trust seeks to embed and ‘live out’ all of its values both in itself and throughout its member schools.

The expectation is for all staff and children to be: Honest; Respectful; Trustworthy; Inclusive; Nurturing;

Creative; Resilient; Responsible; Challenging; Aspirational.


Aims

The Trust has the same ethos, vision and core values which are shared by all schools within the

Trust; each of the schools has its own distinct character and culture which is respectful of its

community and context.

All schools are committed to the Trust and to continuously improving the standards of education

for all children within it.

There will be a curriculum, unique to each school, which suits the need of its children in their

community. The curriculum will be tailored to each school’s unique requirements of its cohort.

To ensure that children are happy, healthy, respectful and well-rounded achieving their highest

potential and finding their unique talents.

Leaders at all levels, within the Trust, support and challenge one another to carry out effective self-

evaluation, identifying priorities for improvement and providing resources and expertise to achieve

these.

Staff liaise effectively, within the Trust, to moderate standards, share expertise and improve the

quality of education and experiences for all children.

Children work together to celebrate achievement, engage in challenging experiences and develop

skills which support them to become lifelong learners and successful citizens in the future.

To maintain a shared ethos and values in which all staff and children can develop a growth mind-

set, raise aspirations and thrive.

To share policy and good practice across the schools in the Trust in order to keep children and staff

safe, raise standards for all children within it.

To work with rigour and accountability in a trusting, yet challenging, environment of continuous

school improvement in which all schools achieve good or better status, defined by the Ofsted

criteria.

To provide financial expertise, strength and resilience, driving probity and compliance, accessing

funding streams, and achieving best value for all schools. Seeking to benefit from economies of

scale across the Trust.

To sustain good or better leadership by growing and supporting our own leaders within the Trust

To grow our own teachers by creating opportunities within the Trust.

To attract, develop and retain the best staff through quality continuous professional development

(CPD) and the sharing of excellence in teaching and learning across the Trust.

To ensure learning environments are of the highest quality throughout the Trust.

To ensure growth in the Trust continues to develop our Vision and Aims.

For the Trust to become a ‘teaching school’ in order to provide expertise to other schools.


The SWAN Trust

Person Specification

Personnel/Human Resources Assistant

The successful applicant will

Have relevant qualifications or demonstrable knowledge, professional development and

experience relevant for the role.

Have experience of recruitment, and ideally experience of working in a generalist HR support

role.

Be highly organised with excellent administrative skills and able to work harmoniously, efficiently

and often under pressure.

Be flexible, with a ‘can-do’ approach and the ability to work independently.

Have the ability to prioritise and work accurately with attention to detail.

Have excellent communication skills, particularly in the drafting of correspondence, formal

letters and responding to queries.

Be able to build effective working relationships and work well as part of a busy team.

Be highly proficient in Word, Outlook, and Excel and ideally have experience of using databases.

Understand and respect sensitivity of HR information and employee records and ensure

confidentiality of all written and verbal communications.

Understand the importance of safeguarding and safer recruitment within a school environment.

Be supportive of the aims and ethos of The SWAN Trust.


The SWAN Trust – Job Description

Personnel/Human Resources Assistant

The SWAN Trust is a newly formed Multi-academy trust located in Woking. The HR Assistant will join The SWAN Trust at an exciting time as they start on their journey. In the first instance the Personnel/HR Assistant will support the central team and Business Managers in the SWAN Trust to provide a high quality, efficient HR service for the schools. This is a customer focused role to provide effective support across the Personnel function with particular focus on recruitment, employee records and operational HR administration.

The details below serve only as a summary of the main responsibilities of the post. It is anticipated that the role will evolve further to suit the particular strengths of the successful candidate.

Key accountabilities, duties and responsibilities:

Recruitment

Support the schools in the recruitment of all academic and support staff across the schools.

Follow safer recruitment guidance and implement necessary steps.

Place vacancy advertisements and respond to communications from candidates.

Ensure the schools’ websites provide accurate information on school vacancies and that relevant documents on the vacancies page are up to date by liaising with the schools.

To be responsible for the sending out of interview letters, reference requests, letters of appointment (and rejection) and staff contracts for signature by the schools as appropriate.

Track applications and prepare shortlisting packs.

Produce and issue interview programmes, as directed by the schools, and individual interview timetables for all staff involved in the process.

Prepare candidate welcome packs and candidate programmes.

Make any necessary arrangements for candidates such as visitor parking, school tours, lunches, accommodation and reimbursement of expenses as appropriate.

Support interview arrangements on the day, greet candidates and photocopy ID and other documents and oversee any practical tests or assessments.

Support the schools in checking and processing Disclosure and Barring Service (DBS) applications.

Support the schools in the administration of new starter paperwork for the successful candidate.

Ensure all new support staff are issued with appropriate induction documentation.

Prepare contracts for signing.

Support the schools in the recruitment of volunteers across the schools and all associated recruitment checks.

Safeguarding

Attend all safeguarding training as required by the school.

Understand and apply Keeping Children Safe in Education guidelines in all aspects of the recruitment process.

As directed by the schools, attend any internal meetings on compliance and the Single Central Register.


Employee Records

Support the schools in ensuring the staff appointment register, the ‘Single Central Register of Staff’, is kept up to date at all times.

Ensure that all other employee records in the school’s database are accurate and updated when required.

Supported by the schools’ Business Managers ensure that all staff records in the school’s database systems are kept up to date, whether manual or electronic. Provide relevant employee data for government surveys.

Create and update employee HR Compliance files (hardcopy).

Update electronic staff files. • Liaise with the schools to follow up on the recording of sickness absence (see below).

Ensure sickness absence records are monitored and evaluated, and advise schools on supporting the Absence Management Policy, and issuing appropriate documentation as required.

Provide support, in liaison with the schools, regarding those on long term absence and in communications with appropriate medical consultants.

Support staff compliance with absence recording processes.

General filing and shredding.

Operational HR

Answer and deal with day to day enquiries (both internal and external) in a timely and efficient manner.

Deal with incoming email, post and other paperwork.

Assist the schools in the administration of new starters, leavers and variations to contract.

Ensure all probationary periods are suitably diarised and that confirmation letters are produced once probationary reviews have been undertaken by line managers.

Support the preparation of documentation for internally promoted staff.

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 advise on disciplinary and capability matters, supporting the conducting of investigations, arrange meetings and initiate the necessary letters and warnings where appropriate.

Seek advice and 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

Assisting with other HR projects where required.

Payroll

Ensure that 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

Provide administrative support to the annual salary review process.

CPD

Under the guidance of the schools identify and complete regular and relevant CPD and training.

Maintain an up to date awareness of current employment law and HR best practice.


Privacy Notice for Job Applicants

The purpose of this privacy notice is to explain to you the data we collect about job applicants as part of our recruitment and selection process.

Name of data controller: The SWAN Trust

Name of our data protection officer: Shanna Hall

What information do we collect about job applicants and how?

The categories of information that we collect, process, hold and share include:

• personal information (such as name, date of birth, contact details, National Insurance number, teacher number (if applicable))

• education history and details of qualifications and relevant professional development • membership of professional bodies • employment history (including any gaps in employment and/or education/training) • information about any reasonable adjustments we need to make to the shortlisting or interview

and assessment process to accommodate a disability • information about any cautions, convictions, reprimands or final warnings which are not protected,

as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended) as well as any current police investigations or pending criminal proceedings

• information about any disqualification or sanction imposed by a regulatory body in relation to working with children

• information about your registration with the DBS Update Service (if applicable) • information about any close personal relationships you may have with an existing member of staff

or member of the board of governors • proof of your identity, if invited for interview • special categories of data (including information about your ethnic origin and health conditions) in

order for us to monitor the success of our equality policies

We collect information from your application form and, if shortlisted for interview, as part of our selection process which generally includes an interview and some other form of assessment, such as written tests and presentations.

It is our policy, in line with the Department for Education’s statutory guidance, Keeping Children Safe in Education, to request references at the shortlisting stage, in advance of interview. If you have concerns about this, you should contact us before submitting your application. If you are shortlisted, we will therefore also collect personal data about you from your nominated referees. Personal data may also be collected from other previous employers listed on your application form, for example to verify details on your application form, such as particular experience or qualifications.

If an offer of employment is made to you, the offer will be subject to completion of a range of pre-employment checks to our satisfaction, including a criminal records check with the Disclosure and Barring Service and a pre-employment health assessment. You will be informed of the checks to be undertaken in the event that an offer is made.


Why we collect and use this information

We process data from job applicants in order to undertake the recruitment process and, for the successful applicant, to enter into a contract of employment. In particular it is used to:

• administer the application, shortlisting and selection process • assess your suitability to work with children and young people • inform the development of recruitment and retention policies • defend legal claims • monitor protected characteristics in order to promote equality at work

We do not make recruitment decisions based on automated decision-making.

The lawful basis on which we process this information

We process this information about you because the processing is necessary for us to enter into an employment (or other work-related) contract with you. We also need to process this information to ensure that we are complying with our legal obligations and in particular with the DfE statutory guidance document, Keeping Children Safe in Education, such as by carrying out pre-employment checks on your right to work in the UK and with the Disclosure and Barring Service.

We have a legitimate interest in processing data from job applicants in order to administer the recruitment process, to monitor compliance with our policies, to defend any legal claims and to ensure that the most suitable applicant is appointed to the role, based on an assessment of their likely performance amongst other factors. We do not rely on legitimate interests as a reason for processing data unless we have first considered the rights and freedoms of the individuals affected and determined that these do not override the interests we have identified.

We process special category data, such as information about your ethnic origin or health, as part of our equal opportunities monitoring process and in order to meet legal obligations (such as the requirement to make reasonable adjustments for job applicants with a disability). This information is collected with the express consent of job applicants. Consent may be withdrawn by an applicant at any time.

We may offer to contact unsuccessful applicants within a period of six months following the application if another suitable vacancy arises. Information is only used in this way with the express consent of applicants, which may be withdrawn at any time.

If we wish to process your personal data for a new purpose we will inform you of any additional processing.

Collecting this information

Personal data provided to us as part of the recruitment and selection process is generally given on a voluntary basis and, as such, you have a choice as to whether you provide information to us. However, failure to provide information may mean that your application cannot be processed. You should also be aware that providing false or misleading information (including by omission) may result in your application being rejected and could also be treated as a disciplinary offence in the event that employment is subsequently offered to you.

Posts in our organisation are exempt from the Rehabilitation of Offenders Act 1974 (as amended). If you decide to submit an application form, you must disclose any cautions and convictions, even if they are spent, other than protected cautions and convictions (i.e. those which have been filtered out). Details on the filtering rules applicable to certain offences can be found on the Gov.uk website: https://www.gov.uk/government/collections/dbs-filtering-guidance

https://www.gov.uk/government/collections/dbs-filtering-guidance


Equality monitoring information is undertaken only for the purposes of evaluating our equality policies. It is not mandatory and its provision or otherwise will have no effect on the processing of your application form.

Storing this information

Information from your application form and from the shortlisting and selection process will be stored in a paper-based file, in electronic records within our HR system and also in other IT systems, including email.

A copy of your application form and all other personal data collected during the recruitment and selection process will be held as follows:

For successful applicants this will be transferred to a personnel file where it will be held securely. You will be given a workforce privacy notice upon appointment which will explain how we will hold and process your data as an employee.

For unsuccessful applicants, securely for a period of six months.

Who we share this information with and why

Your information will be shared with school staff with a recruitment responsibility. This will include members of our HR and administrative staff, those responsible for shortlisting and interviewing and managers within the relevant area of work or department. Equality monitoring information is separated from the application form upon receipt and is not shared with those responsible for shortlisting and interviewing.

We do not share information about job applicants with anyone without consent unless the law and our policies allow us to do so.

We will not share your data with third parties unless and until an offer of employment is made to you. At that stage, your data will be shared to fulfil legal requirements, obtain or provide necessary information or because the third party processes data on our behalf. These third parties include:

• The Disclosure and Barring Service in order to undertake a criminal record check • Suppliers and consultants that provide us with a service, such as occupational health, HR or legal

services • Relevant professional bodies in order to verify your qualifications (such as the Teaching Regulation

Agency for teaching posts)

When we appoint third parties to process data on our behalf, the third party is also required to process the data lawfully and fairly and in a manner that ensures appropriate security of the data, using appropriate technical or organisational measures to protect against unauthorised or unlawful processing and accidental loss.

We do not transfer your data to countries outside the European Economic Area.

Requesting access to your personal data and your rights as a data subject

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact our data protection officer (details at the beginning of this document).

You also have the right to:

• restrict processing of your data in certain circumstances; • prevent processing for the purpose of direct marketing;


• object to decisions being taken by automated means; • object to the processing of your data where we are relying on our legitimate interests as the lawful

basis for processing; • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and • claim compensation for damages caused by a breach of data protection legislation. If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like to discuss anything in this privacy notice, please contact our data protection officer (details at the beginning of this document).

https://ico.org.uk/concerns/

Personnel/HR Application Pack

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