HR and Data Protection Administrator

Line of responsibility: The HR and Data Protection Administrator will be directly responsible to the Trust's HR Lead and the Trust's Data Protection Officer (DPO). For general administrative duties the post will be responsible to an assigned member of the Senior Leadership Team.

Hours: Full time, term time only plus 2 weeks.

Job purpose: The HR and Data Protection Administrator is responsible for:

• Assisting the Trust's HR Lead with all aspects of the development and effective operation of the human resources function within the school, including that of its extended facilities.
• Completing administrative tasks relating to the human resources function including payroll and maintenance of records and files.
• Assisting the Trusts DPO with all aspects of the effective operation of data protection within the school.
• Maintaining effective data management systems including policies and procedures, tools, reports, checklists and regularly reviewing them to ensure that the school's needs are met.
• Maintaining and updating information held on the school's storage systems including archiving files, historical data and deleting information.
• Support whole school administration and organisation of events.

Duties and responsibilities: Main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Headteacher.

Operational

• Establish and maintain good relationships with all stakeholders.
• Maintain and update information held on school systems, in particular those relating to human resources, including staff details, recording contractual changes, payroll information, accessing and producing reports for her/his line manager.
• Process, transfer, maintain, store and delete data safely. Produce all contracts of employment for staff.
• Assist in producing routine reports and statistics as required by the line manager, Headteacher, governors, Local Authority (LA) and the Department for Education (DfE).
• Assist in the collection, entry and extraction of data required to complete statutory returns. Complete all aspects of payroll administration within the relevant deadlines, including preparation of timesheets, submission of variations and new details, entry of sickness data, dealing with pension and tax queries, and leaver documentation.
• Provide assistance to staff with regard to human resources issues, for example, maternity/paternity/ adoption leave, annual leave information.
• Support the Trust HR Lead with employee relations cases, not limited to disciplinary and grievances.
• Refer queries regarding data protection or HR policy to the Trust's Head of HR or DPO and assist in collating the required documentation.
• Demonstrate GDPR and data protection compliance.
• Support the school in preparing data retention schedules and monitoring systems to ensure personnel documentation is held appropriately, lawfully and for no longer than necessary.
• Implement compliance tools, policies, checklists, reports, guidance and frameworks to ensure personal data is maintained, held and processed correctly in accordance with data protection laws.
• Support and advise all colleagues with data breaches, privacy impact assessments, data audits, processing responsibilities, addressing data protection complaints, queries, rectification requests and subject access requests ensuring accurate record keeping is maintained.
• Collation of materials for a termly school newsletter and its distribution.
• On occasion, take photographs of in school events such as lunchtime events and house activities.
• Support the WMAT Marketing Lead administratively and on school projects when required. Work with Heads of Year, leading on the planning of the school summer Fete.
• Work with an SLT link to have oversite planning of the schools open evenings and mornings. 2 Opening a World of Opportunities Kings Norton Girls' School: HR and Data Protection Administrator 3

Administrative

• Ensure that all administrative duties, checks and documentation are completed to the required level of accuracy including returns and reports.
• Process, input and extract data held on the school's system(s).
• Maintain both manual and computerised record and filing systems in line with requirements; including personnel files.
• Take minutes/notes in meetings as required and circulate associated information.
• Deal with correspondence promptly and as required.
• Support the PA as an administrator for the My New Term portal to ensure pre-employment and recruitment processes are completed.
• Have an oversight of the probationary procedures for new staff ensuring review meetings occur within stated time frames and progress reports are logged.
• Monitor staff attendance and initial relevant processes in relation to absence thresholds in line with policy. Administrative aspects of school fete, open evening, school Newsletter and similar events. General
• Attend school events as required.
• Attend relevant meetings and training sessions.
• Work within established procedures and under direction of the HR Lead, with integrity and avoid conflicts of interest.
• Deal with confidential issues/data appropriately.
• Assist her/his line manager in ensuring compliance with data protection regulations.
• Keep abreast of developments and changes in fields relevant to her/his role and communicate to staff as required.
• Be First Aid trained and on the school rota. Ethos and Values
• Ensure that the school's ethos and values are promoted. Other
• To carry out other duties commensurate with the grade and nature of the post.
• To participate in the school's arrangements for performance management and continued professional development.
• Contribute to whole school policy development through communication routes and consultative procedures.
• The post-holder is expected to make themselves aware of and comply with KNGS Health & Safety Policy, including functions delegated to their role within the policy
• To actively participate in professional development opportunities as required by the school for the role. Note
• Support staff working closely with teachers will inevitably be privy to much that is confidential and this confidentiality must be adhered to.
• This job description is not necessarily a comprehensive definition of the post. The post holder is required to be flexible in developing the role in accordance with changes within the KNGS management agenda and priorities. It may be subject to modification or amendment at any time after consultation with the holder of the post. The job description will be reviewed at least once every two years as part of the appraisal process.

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