What are the responsibilities and job description for the HR Administrator and PA position at Marlborough College?
Duties And Responsibilities
- Personal Assistant (PA) Support to HR Director & HR Manager
- Provide proactive administrative support to the HR Director and HR Manager.
- Manage calendars, schedule meetings, coordinate internal and external appointments.
- Prepare meeting papers, minutes, reports, and presentations as required.
- Organise departmental filing, document coordination, and diary planning.
- Manage confidential information with the highest level of discretion.
- Support with HR projects, audits, policy reviews, and HR initiatives.
- HR Administration
- Issue offer letters, contracts, and new starter packs.
- Collect and verify documentation including ID, Right to Work, qualifications, references and medical information.
- Process and track DBS checks, ensuring full compliance with KCSIE 2025 safer recruitment requirements.
- Prepare and maintain Single Central Record (SCR) entries accurately.
- Coordinate induction arrangements and support delivery of HR induction sessions.
- Ensure all pre-employment checks are complete before start dates.
- Process new starters, leavers, contractual changes, and variations promptly.
- Update HR systems, employee files and the SCR in line with policy.
- Draft contract addendums, variation letters and end-of-employment correspondence.
- Liaise with Payroll, IT, Finance and line managers to ensure smooth transitions.
- Maintain accurate HR records, digital files and the HR database.
- Support audits, compliance checks and ISI inspection requirements.
- Track probation reviews, appraisals, mandatory training and right-to-work expiry dates.
- Manage the central HR inbox, responding promptly and professionally.
- Provide first-line guidance to staff on HR policies, processes and procedures.
- Escalate complex queries to the HR Manager/Director where needed.
- Support staff with forms, processes, system issues and general HR queries.
- Additional Duties
- Prepare and submit monthly payroll changes, including starters, leavers, changes, allowances, sickness, overtime and unpaid leave.
- Support recruitment processes where required (advertising, interview coordination, candidate communication).
- Assist with HR events, INSET days, onboarding sessions and staff briefings.
- Support the collation of HR data, reports and metrics.
- Assist with wellbeing, engagement and staff celebration initiatives.
- Contribute to continuous improvement of HR processes and systems.