Human Resources Assistant

Hours of work: 37.5 hours per week, Monday to Friday, with a one hour unpaid lunch break per day. Normal working hours are 8.30am to 5.00pm.

Closing Date for applications: 9.00am on 14 September 2026

Purpose of the role

The HR Assistant is part of a small and friendly HR team supporting approximately 650 employees, as well as a sizeable community of casual workers, volunteers and contractors across the College.

This is a busy and varied role providing accurate and efficient support across three key areas: HR administration, compliance and recruitment.

A significant part of the role is ensuring detailed HR and safeguarding processes are completed accurately and consistently, with required checks carried out and compliant records maintained. The HR Assistant also provides day-to-day HR administration, supports recruitment activity during busy periods and is often a first point of contact for staff, managers and new joiners.

The role requires excellent attention to detail, a systematic and organised approach, and strong communication skills. The successful candidate will enjoy working as part of a team and providing a responsive, helpful and professional HR service.

Key Responsibilities

HR Administration

• Respond to queries from staff, managers and new joiners in a helpful, professional and timely manner, resolving straightforward queries and directing others appropriately.
• Maintain accurate and up-to-date employee information on iTrent and electronic personnel files, ensuring records and documentation are stored securely and appropriately.
• Prepare contracts of employment, offer letters, contractual documentation and other HR correspondence accurately and promptly.
• Process employee changes and leavers, including preparing documentation, liaising with Payroll and arranging exit interviews where appropriate.
• Monitor key HR dates and processes, including probation reviews and appraisals, and prepare and distribute relevant documentation.
• Administer the College's benefits, including the medical cash plan.
• Identify opportunities to improve administrative processes and ways of working, contributing to an efficient and high-quality HR service.

Compliance

• Coordinate and complete comprehensive pre-employment vetting and safeguarding checks for new staff in accordance with KCSIE and safer recruitment requirements, escalating concerns or exceptions as appropriate.
• Establish and maintain clear systems to ensure all requirements are completed accurately and within required timescales.
• Monitor outstanding checks and documentation, proactively following up with candidates, staff and managers and keeping HR colleagues informed of progress or issues.
• Ensure new joiners complete all required mandatory pre-employment training, including safeguarding.
• Monitor completion of mandatory HR refresher training for existing staff and follow up where required.
• Process DBS renewal checks for existing staff, including submitting applications, tracking progress and recording or escalating outcomes.
• Maintain accurate and complete vetting records on iTrent, personnel files and the Single Central Register (SCR).
• Support regular data checks, cleansing and audits to maintain accurate and compliant HR records.

Recruitment

• Provide efficient administrative support throughout the recruitment process, ensuring candidates receive timely and professional communication.
• Coordinate interview arrangements, including schedules, candidate correspondence and practical arrangements.
• Prepare and send recruitment correspondence to candidates and hiring managers throughout the process.
• Welcome candidates attending interviews and help provide a positive and professional experience at the College.
• Collate, record and securely retain interview documentation, maintaining accurate and up-to-date recruitment records and data.

Additional Duties

• Welcome and assist visitors to the HR Department, and queries to the shared inboxes, responding professionally to general enquiries.
• Handle personal and confidential information with discretion and in accordance with data protection requirements and College policies.
• Provide administrative support to Payroll and the wider HR team as required.
• Support HR projects and colleagues during busy periods, contributing to the effective running of the department.
• Undertake other reasonable duties appropriate to the role as requested by the line manager.

Skills and Experience

Essential Qualifications and Experience

• Experience of working in an office environment and administering detailed processes where accuracy and deadlines are important.
• Experience of managing a varied workload, prioritising effectively and meeting deadlines.
• Experience of working collaboratively and flexibly as part of a team.

Desirable Qualifications and Experience

• An interest in, experience of or relevant qualification in HR.
• Experience of working in a compliance-focused administrative role.
• Previous experience of working in a school or education environment.

Essential Technical Skills

• Good working knowledge of Microsoft Office applications, particularly Word and Excel.
• Experience of using a computerised information or record-management system; experience of iTrent would be an advantage.

Personal Qualities

• Highly organised, with the ability to manage competing priorities and work effectively to deadlines.
• Excellent accuracy and attention to detail.
• Able to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and the ability to build positive working relationships with a wide range of people.
• A positive, flexible and practical approach to work.
• Excellent written and verbal communication skills.
• A collaborative approach and willingness to support colleagues.