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PA TO PRINCIPAL & OFFICE MANAGER
Addington Valley Academy

(Scale SO1/2, £28,725 to £33,291 per annum)

Location: 
2020 Temporary site at Canterbury Road, Croydon.
2021 Newly constructed school in Addington, Surrey
Hours: Full-time and Permanent
Closing Date: 08/05/2020

Job Description

For a full Job Description, please click here.

Person Specification

For a full Person Specification, please click here.

Download Application Form

Further Information
Orchard Hill College Academy Trust is honoured to be the successful Trust to open a new Special Free School in Croydon which has been named Addington Valley Academy.

Orchard Hill College and Academy Trust (OHC&AT) is a family of specialist education providers for pupils and students from nursery through to further education across London, Surrey, Sussex and Berkshire. The uniqueness of OHC&AT is that it is fully representative of all designations of special education needs and disabilities. Across the whole organisation there are a range of experts and practitioners who advocate for children and young people with special education needs and disabilities to ensure they receive the best possible opportunities to achieve their full potential.

Addington Valley Academy will be a co-educational Special School with 150 places for children and young people aged 2-19 who have autism and social communication, cognitive, sensory and social, emotional, and behavioural needs in the Croydon region. We will work closely with the London Borough of Croydon, the National Autistic Society Resource Centre (Croydon), Parents in Partnership and parents themselves to ensure our provision is of the highest quality and reflects local needs. We are in the pre-opening stage and will open in September 2020 with an initial cohort of 22 ASD year 7 pupils.

Application Guidance
We welcome any questions you may have and you can contact us via email at jobs@addingtonvalley.org.

To apply, please send your completed application form to jobs@addingtonvalley.org.

Please note that CV applications will not be considered.

Closing date: Friday 8th May 2020
Induction date: Monday 6th July to Friday 10th July 2020
Start date: Monday 13th July 2020

OHC & AT are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.

Download Application Form

Job Summary

The PA to the Principal and Office Manager provides effective and confidential comprehensive administrative support to the Principal, in order to ensure the smooth and efficient running of the school.

To provide confidential documentation/forms to the HR and Payroll Departments. To be responsible for day to day line management of the administration, cleaning (not external), lunchtime supervisor/catering staff and site management teams, including the school reception area and general school site.

Principle Duties and Responsibilities

1)     Safeguarding

1.1  To oversee and manage the maintenance of the Single Central Record (SCR).

1.2  To ensure that the SCR is complete and accurate at all times and complies with the requirements of OHCAT Safeguarding policies and procedures.

1.3  Attendance at safeguarding (and related) training as required by the school.

 

2)     Secretarial and Administrative

2.1  To be responsible for day to day leadership and management of the administration and site management teams including the school reception area and general school site identifying priorities and deadlines and undertaking performance management reviews, including identifying and arranging support and training as appropriate to the school’s requirements.

2.2  Provide support to the Senior Leadership Team meetings including taking minutes of meetings where required.

2.3  To receive all incoming e-mails to the school admin e-mail address and forward to relevant staff members or deal with as appropriate.

2.4  Being the first point of contact for all visitors to the Principal/Senior Leadership Team, ensuring callers/visitors are dealt with efficiently and effectively.

2.5  Assist with organising meetings and events.

2.6  To support the administration of student admission procedures including liaison with OHCAT.

2.7  Monitor student attendance and contact families where there is poor or irregular attendance including reporting any concerns to the DHT.

2.8  To ensure student safeguarding is maintained at all times ensuring compliance, consistency and best practice.

2.9  To attend relevant meetings and training to keep up to date with best practice and support continuous professional development to ensure the effective running of the school.

2.10        Provide general advice and guidance to staff, students and others in all areas and provide administrative support to enable them to deal with school issues appropriately.

2.11        Familiarise, uphold and promote the aims of the school’s equality and diversity policy in the course of day-to-day work.

2.12        Contribute to the overall ethos/work/aims of the school.

2.13        Establish constructive relationships and communicate with other agencies/professionals to support achievement and progress of students.

2.14        To oversee information being uploaded to the school’s website including compliance requirements.

2.15        Distribute incoming post and oversee all outgoing post.

2.16        Arrange appointments and maintain the Principal’s diary and school calendar.

2.17        Receive and handle telephone enquiries, deal with queries and provide general information about the school.

2.18        Dealing with routine enquiries from parents/students and staff.

2.19        Assist in compiling documents, as required by the Principal.

2.20        Liaising with relevant contact to update school prospectus, as required by the Principal.

2.21        Maintain agency temporary staff database and liaise with agencies regarding temporary staffing.

2.22        To respond to telephone, written and personal enquiries from other staff, parents, the public, other borough employees, suppliers and other professional bodies, taking further action as required.

2.23        To be responsible for the office filing system and to maintain school archives. To ensure confidential waste is disposed of.

2.24        To be responsible for supplying and maintenance of office equipment, e.g. photocopier, franking machine etc.

2.25        Collate information, documents and statistics for reports to Governors authorised by the Principal.

2.26        Preparation of documents relating to any allegations, complaints, incidents and ICT violations.

2.27        Management of student records and filing (paper and electronic) in conjunction with school admin assistant.

2.28        Assist the school staff in the organisation of events such as sports days, parents’ evenings and organise associated administration.

 

3)     HR Administration

3.1  Review, update and maintain personnel files, and personnel data in accordance with GDPR/relevant legislation.

3.2  Co-ordinate and organise the recruitment process from preparation and placement of advertisements in local/national newspapers; preparation and compilation of Application Packs (including Job Descriptions, Person Specifications, Application forms and supporting information) to co-ordination of interviews, ensuring safer recruitment guidelines are complied with and can be demonstrated.

3.3  Prepare invitation letters for interview, photocopy application forms and interview questions for interview panel and complete an interview/shortlist score list where applicable.

3.4  Prepare regret (before and after interview) letters for both successful and unsuccessful candidates where appropriate.

3.5  Administer selection interviews and tests as required.

3.6  Support the administration and ID of volunteers across the school and all associated ID as per OHCAT procedures

3.7  On receipt of appointment details from the Principal, ensure liaison with OHCAT Central HR to ensure that all pre-employment checks are complete prior to appointment. This will include all appropriate ID to be taken by the school and scanned to Central HR for vetting.

3.8  Prepare, review and update contracts where applicable.

3.9  Liaise with agencies re recruitment fees.

3.10        Email starter names to IT for email addresses.

3.11        Sending of contracts, policies and declaration forms in conjunction with Central HR.

3.12        Collate monthly absence spreadsheet, ensure RTW forms are returned in a timely manner.

3.13        Monitor holidays for staff where applicable (i.e. those who are expected to work during the school holiday period).

3.14        Completion of School Work Force Census and the Main School Census.

3.15        Prepare and update training records for staff where applicable.

3.16        To ensure that all new members of staff undertake appropriate induction training in accordance with OHCATs induction policy and to maintain associated records

3.17        To monitor forward dated changes to employment (contract end dates and changes to T&C’s including liaison with Central HR re immigration follow up where applicable).

3.18        Ensure emergency details are held for staff (i.e. next of kin in case of emergency).

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

3.20        General filing and shredding (as appropriate and in line with legislation for HR and payroll documentation).

3.21        To induct and train new support staff.

3.22        Be responsible for staff records (including absence) and ensure that these are efficiently and accurately kept.

3.23        Be responsible for monitoring holiday leave, ensuring appropriate timesheets for additional hours for Teachers, Support Staff, and agency staff are filled in correctly before submitting them to the Principal for authorisation.

 

4)     Payroll Administration

4.1  Ensure all contractual changes are communicated and ready for approval via the Principal and sent to Central HR in a timely manner via the OHCAT Change Notification Forms.

4.2  Complete new starter and contractual change notification forms and obtain signatures accordingly.

4.3  Ensure all Variable pay is actioned each month (checking, querying and validating claims i.e. overtime).

4.4  Where applicable prepare salary changes, amendments and ad hoc letters to staff.

 

5)     Finance and equipment

5.1  Be familiar with the operation and use of the school’s electronic financial management system.

5.2  Ensuring contracts are renewed/cancelled in a timely and financially expedient manner.

5.3  Ensuring parents are aware of any moneys owing to the school.

5.4  Be able to sign off orders, place orders and pay bills from the school fund.

5.5  Be responsible for monies collected in respect of school outings, journeys, photographs and any other events that require the collection of money. Issue receipts to parents and ensure computerised logs of payments are kept up to date and accurate.

 

6)     Professional development

6.1  Attend school based in-service training.

6.2  Deliver in-service training to colleagues as appropriate.

6.3  Take an active part in identifying and working on one’s own professional development needs.

 

7)     Whole-school responsibilities

7.1  To have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the OHCAT and the school’s safeguarding policies.

7.2  Maintain good order among pupils and safeguard their health and safety.

7.3  To follow all school policies, guidelines and procedures.

7.4  To contribute to the school improvement planning and school self-evaluation process as appropriate.

7.5  Offer the pupils an excellent model of good relationships, attitudes and behaviours.

7.6  Participate in the performance management process agreed in school, in line with national guidelines.

7.7  To play a full and active part in the life of the school.

 

Supervision Arrangements

Addington Valley Academy will determine supervisions arrangements in line with the management structures and needs of the job.

.............................................

General notes

(1) Job descriptions are to be reviewed annually.

(2) The responsibilities listed above are the basic essentials of the post; it is always open to the post-holder to propose ways of extending these responsibilities    

Human Resources Administrator
Orchard Hill College and Academy Trust

Salary:          Grade 4/5 £22,377 to £25,809 per annum
Hours:           Full time, 36 hours per week, working throughout the year
Location:      Based in Sutton, Surrey

Are you an experienced administrator looking for a role in a dynamic and growing HR team where you can gain HR experience and look to further your career?

Orchard Hill College and Academy Trust (OHC&AT) is a family of specialist education providers and services from nursery through to further education across London, Surrey, Sussex and Berkshire. Our schools and college work together to achieve the best life and work outcomes for pupils and students. The uniqueness of OHC&AT is that it is fully representative of all designations of special education needs and disabilities. Across the whole organisation, there are a range of experts and practitioners who advocate for children and young people with special education needs and disabilities to ensure they receive the best possible opportunities to achieve their full potential.

As Human Resources Administrator you will primarily provide key administrative support to the school principals and team managers and you will have the opportunity to be involved in general HR work to build up your knowledge and skills.  These duties will include managing new starter employment clearances, arranging interviews, contract generation, payroll administration and data inputting on to our HR system.

You must be highly organised and adept at working in a fast-paced environment.

If you think you can meet the following criteria then please apply.

Excellent written and verbal communication skills;

Attention to detail to produce high quality work;

Excellent ICT and numeracy skills.

A commitment to learning new skills and developing the role.

To apply
To apply for this role please download an application form. Please send your completed application form to jobs@orchardhill.ac.uk.

Please note that CV applications will not be considered.

Closing date: 4.00pm on 30th March 2020

Interview date: 8th April 2020

Orchard Hill College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.

Payroll Officer
Orchard Hill College and Academy Trust

Salary: Scale 6/SO1, £14,846 - £17,060 per annum inclusive of London Weighting Allowance
(FTE £26,724 - £30,708)
Location:
Quadrant House, Sutton, SM2 5AS
Hours: Part time position, 20 hours per week Monday to Friday, all year round

We are currently seeking an experienced Payroll Officer to join our dynamic and committed payroll team. You will provide a high quality payroll service for all OHC&AT employees, accurately inputting data into the Payroll system (Select Pay), liaising with HR colleagues, schools and departmental managers and calculating payments.

Job description
You will:

Accurately input data into the Payroll system to ensure that appropriate employee details are correctly set up and calculated in accordance with statutory and contractual requirements

Regularly input ad-hoc payroll adjustments (e.g. union deductions, season ticket loans, pay claims) by required deadlines

Complete month end processing including posting journal into finance system and balance sheet reconciliation

Person specification
The right person for this role will have:

Demonstrated payroll processing experience

Understanding of payroll legislation and processes

Basic knowledge of pay and conditions of service for Local Government staff and teachers

The ability to work to tight deadlines

Further information
Orchard Hill College (the College) and Orchard Hill College Academy Trust (the Trust) together form Orchard Hill College and Academy Trust (OHC&AT), a family of specialist education providers for pupils and students from nursery to further education. The College has seven centres and the Trust is now home to 14 special schools across London, Surrey and Sussex.

Application guidance
We will only be shortlisting applications from candidates who have payroll experience – if you do not have the essential skill please do not apply.

Please note applicants who have applied for this post within six months wouldn’t be considered.

To apply for the role, please download an application form, and send your completed application to jobs@orchardhill.ac.uk.

Please note that CV applications will not be considered.

Orchard Hill College and Academy Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.

View details  
Application form

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