HR Specialist – People Data, Systems and Operations

Main Responsibilities

• HR Filing and Data Protection
  • Lead the digitisation of HR records, beginning with employee files, to improve accessibility, security, and efficiency.
  • Audit and organise HR filing on SharePoint, ensuring logical structure and secure access.
  • Review retention schedules and implement data protection best practices, identifying what can be retained or removed.
  • Ensure compliance with GDPR and organisational data retention policies.
• HR Systems and Data Quality
  • Identify data integrity gaps and work out new processes to mitigate.
  • Maintain Every as the single source of truth through data validation, exception reporting, and monthly health checks.
  • Consolidate multiple spreadsheets and data points into a single, accurate employee record in Every.
  • Assist with data migration and validation during transitions, ensuring audit trails and compliance.
  • Integrate SCR and other compliance data into Every with clear definitions and audit readiness.
  • Reduce spreadsheet sprawl by moving key trackers into system workflows, forms, and reports.
  • Work together with HR team to create HR document templates for standard HR processes.
• Reporting and Analytics
  • Produce a weekly staff movements snapshot and build a standard HR reporting pack for leadership and advisors.
  • Create accurate staff lists.
  • Support development of HR reporting tools for workforce visibility and decision-making.
  • Strengthen our gender pay gap annual reporting.
  • Carry out our reward & benefits benchmarking checks.
  • Create DEI data surveys and reporting tools.
  • Create standard reporting for school workforce census and other standard submissions.
• Process Improvement and Communication
  • Document end‑to‑end process maps, SOPs, user guides, and FAQs for onboarding, movements, pay changes, absence, and leavers.
  • Contribute to change‑management communications and deliver bite‑sized training that helps staff understand and engage with new processes and systems.
  • Build and maintain HR intranet pages to improve access to resources and internal communications.
  • Focus on improving benefits renewal reporting and ensuring all employee paperwork and processes are created or updated.
• Collaboration and Support
  • Work closely with Senior HR Advisors, Payroll, Recruitment Managers, and colleagues across HR and other departments to ensure smooth delivery of projects and BAU operations.
  • Provide administrative support for cyclical HR activities such as salary reviews, onboarding, and exit processes.
  • Coordinate with external vendors or consultants for system enhancements.
• General
  • Provide excellent internal and external customer service and build strong relationships.
  • Ensure confidentiality of all written and verbal communication.
  • Assist other members of the HR Team or with other HR Projects as required.
  • Maintain up‑to‑date awareness of current employment law, best practice issues and changes to KCSIE and ISI guidelines that are relevant to the role.

These duties and responsibilities are intended as a guide only. They are not exhaustive: the HR Specialist will be expected to undertake any reasonable task or responsibility as required by the People Director.