Bursary and HR Assistant

Wellesley Prep School are seeking an organised, proactive and capable individual to provide administrative and operational support to the Bursar and the wider School.

This is a varied role supporting the effective running of the Bursary, with responsibilities spanning administration, human resources, safer recruitment, payroll coordination, health and safety compliance, staff training and minibus maintenance scheduling.

The successful candidate will be discreet, methodical and approachable, with the confidence to manage a range of processes independently, maintain accurate records and liaise effectively with colleagues and external providers.

The role is an important part of the School’s operational support team.

You must have the Right to Work in the UK. Sponsorship is not available for this role.

THE ROLE

• Job Title: Bursary and HR Assistant
• Line Manager: Bursar
• Hours of Work: 20 hours per week, Monday to Friday mornings, all year round
• Salary: £14,975 per annum
• Holiday: 29 days per year
• Commencement Date: 1 February 2027
• MAIN RESPONSIBILITIES
• BURSARY AND ADMINISTRATIVE SUPPORT
• Provide comprehensive administrative support to the Bursar and the day-to-day operation of the Bursary.
• Manage routine correspondence, maintain filing and information systems, and ensure records are accurate, accessible and appropriately retained.
• Assist with diary management and the organisation of meetings, including arranging appointments and preparing papers, agendas and minutes where required.
• Liaise professionally with parents, governors, staff, suppliers, contractors and external advisers.
• Support the preparation and collation of information, reports and documentation for internal and external purposes.
• Provide administrative assistance for financial and operational processes as required, observing the School’s financial controls and authorisation arrangements.
• HUMAN RESOURCES ADMINISTRATION
• Support the administration of the School’s HR function, including recruitment, appointments, induction, contractual changes and staff departures.
• Prepare routine employment documentation, including offer letters, contracts, variations and other correspondence, using approved templates and following the Bursar’s direction.
• Maintain accurate, confidential and up-to-date personnel records, electronically and in any required hardcopy files.
• Coordinate staff absence information and collate payroll-related changes and supporting information.
• Maintain records of staff training, qualifications and professional development.
• Provide administrative support for appraisal, performance management and other HR processes.
• Assist with staff induction and ensure relevant administrative checklists and records are completed.
• SAFER RECRUITMENT AND SAFEGUARDING ADMINISTRATION
• Coordinate pre-employment checks for teaching and support staff in accordance with the School’s safer recruitment procedures and current requirements.
• Obtain and record references, verify identity and qualifications, coordinate DBS checks and follow up outstanding documentation.
• Maintain the School’s Single Central Record (SCR), ensuring entries are accurate, complete and updated promptly, and bring any gaps or discrepancies to the attention of the Bursar.
• Maintain appropriate records of safeguarding training and other required checks.
• Ensure recruitment and personnel documentation is securely stored and handled in accordance with the School’s confidentiality and data protection requirements.
• Provide administrative support to the Bursar and relevant safeguarding leads.
• Safeguarding decisions and oversight remain with the School’s designated postholders.
• PAYROLL AND PENSION ADMINISTRATION
• Coordinate the collection and collation of monthly payroll information, ensuring timesheets, overtime, additional hours and staff changes are submitted accurately and by the required deadlines.
• Liaise with the School’s payroll provider to resolve routine queries and follow up outstanding information.
• Assist with the administration of pension arrangements and relevant salary sacrifice schemes.
• Maintain appropriate payroll records and handle all pay-related information confidentially.
• COMPLIANCE, HEALTH AND SAFETY COORDINATION
• Assist the Bursar with the coordination and administration of the School’s compliance programme, maintaining an organised schedule of inspections, assessments, reviews and actions.
• Arrange and coordinate visits by external providers for health and safety assessments, including fire risk assessments and legionella risk assessments, in accordance with the School’s compliance schedule.
• Liaise with external assessors and contractors to agree dates, provide relevant information, facilitate access and ensure reports are received and passed to the appropriate person.
• Maintain records of assessment and inspection dates, reports, certificates and recommendations, and track follow-up actions to the point of completion or referral to the responsible colleague.
• Assist with booking other audits, inspections and compliance visits as required, and support the preparation of evidence for audits, inspections and external reviews.
• Escalate overdue assessments, significant findings, outstanding actions or potential compliance concerns promptly to the Bursar.
• The postholder coordinates bookings, records and administrative follow-up; technical assessments, risk evaluations and decisions remain the responsibility of suitably competent assessors and designated School personnel.
• STAFF TRAINING AND DEVELOPMENT COORDINATION
• Coordinate bookings for staff training, including first aid, fire marshal training, INSET and other mandatory or role-specific courses.
• Maintain a central training matrix or equivalent record showing required training, completion dates, renewal dates and forthcoming requirements.
• Monitor expiry and renewal dates, alert relevant colleagues and the Bursar to training that is due or overdue, and arrange refresher courses in good time.
• Liaise with training providers, obtain course details and confirm attendance, venues and practical arrangements.
• Maintain attendance records, certificates and other evidence of completed training, ensuring these are filed appropriately.
• Support the organisation and administration of staff INSET and other training events.
• MINIBUS AND TRANSPORT ADMINISTRATION
• Coordinate routine minibus maintenance bookings and servicing schedules, liaising with garages, service providers and relevant School colleagues.
• Maintain an up-to-date record of servicing, maintenance appointments, inspections and relevant vehicle documentation.
• Arrange appointments in good time, communicate booking details to drivers and colleagues, and help minimise disruption to School transport arrangements.
• Follow up on completion of maintenance work and ensure invoices or service records are passed to the Bursar.
• Bring overdue maintenance, defects, documentation gaps or other vehicle-related concerns to the attention of the Bursar.
• The role is administrative and coordinative; responsibility for vehicle roadworthiness, driver authorisation and transport safety remains with the designated responsible personnel.
• NURSERY AND EARLY YEARS ADMINISTRATION
• Assist with the administration of Nursery funding, including collecting relevant documentation and submitting claims to Hampshire County Council.
• Maintain appropriate records and support the collection of forms and information required for Nursery administration and compliance.
• Provide administrative support to the Nursery team as agreed with the Bursar.
• GENERAL
• Work collaboratively with colleagues across the School and provide reasonable administrative assistance to other departments where required.
• Provide occasional administrative cover during colleagues’ absence, as directed by the Bursar.
• Undertake other reasonable duties consistent with the nature, level and responsibilities of the post.

PERSON SPECIFICATION

• Highly organised, methodical and accurate, with excellent attention to detail.
• Strong written and verbal communication skills and a professional, helpful manner.
• Confident using Microsoft Office, Excel and Outlook and able to learn and maintain school management, HR and record-keeping systems.
• Experience of maintaining accurate records, coordinating processes and meeting deadlines.
• Ability to manage competing priorities, work independently and use initiative while recognising when matters need to be escalated.
• Discretion, integrity and the ability to handle confidential and sensitive information appropriately.
• Good interpersonal skills and the ability to work constructively with colleagues, parents, suppliers and external providers.
• A flexible and practical approach, with a willingness to support the wider needs of the School.
• Previous experience in a school, nursery, charity or other regulated organisation.
• Experience of HR or recruitment administration, including safer recruitment and DBS processes.
• Experience of maintaining a Single Central Record.
• Knowledge of health and safety compliance administration, inspection schedules or contractor coordination.
• Experience of coordinating staff training and maintaining training records.
• Experience of payroll administration and/or working with a payroll provider.
• Familiarity with i SAMS or another school management information system.
• WORKING AT WELLESLEY
• Immediately responsible to: Bursar.
• Hours of work: 20 hours per week, Monday to Friday mornings, all year round.
• Salary: £14,975 per annum.
• Annual holiday entitlement: 29 days.
• Commencement date: 1 February 2027.
• Pension: Auto-enrolment into the School Pension Scheme, subject to eligibility.
• School lunch provided during term time.
• On-site parking.
• Discounts across the Wellington Estates’ businesses, including the Wellington Farm Shop, Wellington Country Park, Wellington Riding, The Iron Duke and the Wellington Barns.

Job Location

• Wellesley Prep School, Stratfield Turgis, Hook, Hampshire, RG27 0AR
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