The American School in London

The HR Assistant works closely with a team of HR professionals: The Director of Human Resources, the HR Manager and the HR Advisor to provide outstanding administrative and HR generalist support to ensure the department runs efficiently and effectively. The HR Assistant will provide support for employees and external bodies as needed within the scope of the responsibilities for this role. The HR Assistant plays a crucial role in ensuring that personnel records are kept up-to-date and that all data is captured accurately, as well as assisting in ensuring that the department's policies and practices are efficient and compliant with current legislation. The Assistant manages some crucial safeguarding protocols and leads on the clearing appointments for c.100 summer program workers annually. Summary of Duties Pre-employment, vetting and administrative support: Provide general administrative support to the HR department, including archiving files and managing personnel records in a paperless setting. Manage administration for new joiners, including pre-employment checks and inductions Regularly monitor the Single Central Record, notify HR colleagues and hiring managers of outstanding paperwork, and cross-check against employee files Complete all pre-employment paperwork for third-party agencies and other workers and report any safeguarding concerns to the HR Manager, Director, or DSL. Ensure reference checks are carried out on all employees prior to interview or hire, including conducting confidential reference checks where required Work closely with the Summer Program Director to manage the recruitment for the program and ensure that all pre-employment checks for around 100 workers are completed within the given timeframe. Manage the HR inbox; ensure all documents are filed and saved, and all queries are responded to promptly and/or directed to the relevant team member. Assist with queries related to HR policies, procedures, benefits and other documents. Provides assistance to ASL employees for benefit applications, including private health insurance, travel insurance claims, etc. Administer benefits such as health screens and eye test vouchers and monitor entitlements to employees who sign up for this benefit Data management: Record, track and follow up on all mandatory training and agreement signing (safeguarding, data protection, child protection training, etc.) in line with the most up-to-date KCSiE guidance. Record and update employee data, generate personnel reports, and provide data for external bodies where required Maintain accurate records for all employees, both in personnel files and on the HRIS, ensuring no information is missing or out of date Assists with HR documentation preparation for ISI and MSA accreditation Adhere to best practice on data protection legislation Recruitment: Post recruitment adverts on a number of recruitment platforms including the candidate management system, manage incoming applications, and prepare application packs for shortlisting Manage calendars and arrange interviews as requested by senior leadership. Attend interviews for substitute teachers, support staff and faculty roles. During busier recruitment seasons, step in on behalf of the HR Advisor or Manager to see through a vacancy process from end to end Other duties: Purchase employee gifts and other items on behalf of the HR team. Provide a consistently excellent level of support to both internal and external constituents. Develop and maintain good relationships with members of the ASL community to advance the mission of the HR office and ASL. Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities. Any other duties within the scope, spirit, and purpose of the job, as requested by the HR Advisor, HR Manager or Director of Human Resources. Selection criteria Essential qualifications/experience: Relevant experience as an HR Assistant or similar, with substantive experience working in an administrative environment Experience working in an educational institution Sound understanding of HR best practices Excellent technological skills and fully conversant with databases, Microsoft Office, and Google Suite Ability to develop and maintain effective, respectful, and collaborative working relationships with colleagues at all levels of the organization Collaborative nature and a desire to work in a team-focused environment A proven commitment to ongoing professional development and proactively ensuring that professional expertise is up-to-date Excellent oral and written communication skills Rigorous attention to detail and ability to multi-task A proven commitment to the safeguarding and welfare of children Desirable qualifications/experience: Experience of using a recognised HR software/database system CIPD L3 or above qualified

The Administrative Assistant is responsible for providing full administrative and organizational support to the Lower School Principal, and general support to Lower School employees. Summary of duties: Schedule appointments and produce itineraries and reports for the LS Principal to optimize use of their time Oversee and monitor the LS budget and provide support to team leaders to manage departmental budgets Lead, support and monitor purchasing for LS teachers and departments Prepare and facilitate plans and preparations for student placement Coordinate the scheduling of parent-teacher conferences and student-led conferences Liaise with the technology department to open and close the report card writing window Serve as the lead coordinator of documentation for student leavers, reports, transcripts and recommendation forms and certificates Support the assistant principal in getting and orientating room parents and provide ongoing support Liaising with the catering and facilities departments for all lower school meetings and events Coordinate invitations with necessary HR messaging to candidates during the recruitment process, and assist with safer recruitment where required Support the principal in previewing upcoming events and important dates in the school calendar Assist the LS Principal in the evaluation process by scheduling PGC meetings & class visits, making sure the yearly calendar of evaluations is met Establish & document new routines and procedures within prescribed limits, and develop recommendations regarding other changes as necessary. Build and maintain effective relationships with key suppliers to manage effective cost cost-efficient purchasing of LS materials Administer an effective purchase ordering process to ensure that all items required for the running of the Lower School (furniture, books, classroom supplies, etc.) are ordered, received and invoices approved Coordinate the purchase and giving of gifts for staff leavers, room parents, grade reps, volunteers, non-classroom LS staff Liaise with external venues for lower school events/retreats Proof-read LS yearbook, Take Note and other communications as required Liaise with the technology department to update teacher/assistant teacher class permissions in Axiom Maintain an accurate and up-to-date archive of student files to ensure that the appropriate information is available whenever it is required; prepare packages of student transcripts and reports for applications to other schools Liaise with other school departments to ensure that all non-academic support for students is coordinated to run smoothly Where required, supervise/monitor students during recess, lunch or after school hours to ensure their safety and well-being Participate actively in the life of the School, through attendance at events, committee membership and/or leadership of co-curricular activities Any other duties as are within the scope, spirit and purpose of the job as requested by the supervisors Selection criteria Essential qualifications/experience: Recent and extensive experience in a general administrative or managerial role Proficiency with a number of computer applications (Google suite, MS Office, etc.), including high level of competence with spreadsheets, strong proofreading, spelling and editing skills Tact, diplomacy and a friendly manner with the ability to interact with a diverse student, parent, faculty and staff body with ease Demonstrably strong organizational abilities, along with excellent oral and written communication skills, and the ability to meet deadlines Outstanding collaborative skills and a desire to work in a team-focused environment A proven commitment to the safeguarding and welfare of children Desirable qualifications/experience: Experience in an administrative role in a school. Experience working in a school or other educational setting.