HR/ Admin Assistant Role Profile
Purpose of Role
The role of the Admin/HR Assistant covers the various activities of Human Resources and administration in the school. They are the first point of contact for staff during daily school operations to provide a professional organized HR service to all members of staff ensuring their needs are met alongside those of the relevant regulatory bodies. The post holder supports the HR Manager in the wellbeing of all staff and admin functions in the school.
About the School:
Aspen Heights British School (AHBS) is an ambitious and high achieving British International School on the outskirts of Abu Dhabi. Families choose our school because we focus on 3 core aims:
●Positive relationships and respectful communication are the building blocks of our school.
●Purposeful, engaging and meaningful learning is at the heart of our work.
●We support all children to make remarkable progress by personalising their learning opportunities.
Staff choose our school because we are committed to staff development, growth and retention. As a growing school we have many opportunities for staff professional development. Aspen colleagues feel a high degree of professional satisfaction as they are empowered to impact on the improvement and development of our school, and as a result staff retention is high.
We are delighted you are considering a position in our supportive, hardworking team.
ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.
Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.
Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.
HR/Admin Assistant Key Responsibilities
●Consistently maintain and update the birthday calendar to incorporate the details of new joiners within the school community. Facilitate a weekly email of birthday posters at the commencement of each week informing the birthdays of staff for the respective week.
●Be responsible for administration and clerical duties asked of you, including correspondence, records, databases for the school and across all teams and ensure all details of a task are complete.
●Meet and greet visitors and parents with a welcoming, professional, enthusiastic and pleasant disposition
●Liaise with facilities with regards to ordering refreshments for school.
●Provide inter-departmental assistance as requested
●Produce and email agendas, notes and minutes of meetings, attend meetings and keep minutes as requested
●Contribute to whatever school, team or office goal that has been identified
●Assist admin team with organizing school events and manage hospitality for meetings and events/functions throughout the year
●Provide an effective and efficient office support function for all the school sections, as required.
●Work towards enhancing the quality and efficiency of support and service
●Establish and maintain effective working relationships with other school staff members and contribute to the general well-being
●Support and provide necessary information to other members of the administrative and support services team
HR Duties
●To maintain absence records on the Cezanne database and google document on a daily basis. Follow up with staff who have not entered their absence log on a regular basis.
●To log staff attendance and inform the HR Manager of patterns of staff attendance
●Ensure comprehensive compliance with safeguarding training requirements for both existing and newly on boarded staff. Verify and collect certificates from staff, meticulously documenting the received certifications. Organize and maintain hard copies in a systematic filing system for accessibility and regulatory adherence.
●To support the school in the recruitment and induction of staff as required.
●To support the HR Manager in all HR operational processes
●Ensure complete filing of hard copies of employee records, related correspondences and follow up on missing documents on the filling
●To liaise with various teams to ensure that new joiner apartments items are ready and in place before they join. To maintain the apartment brochures for staff- soft copy.
●To maintain historical human resource records by designing a filing and retrieval system; keeping past and current records- new joiners/ leavers.
●To keep up to date with best practice and legislation
●To liaise with the PRO to ensure documentation required for governance is in order.
●To maintain a visible, professional and high profile within the school.
●To support the day to day running of the school for example- reception duty, meeting guests etc if needed
●To carry out other tasks as necessary to ensure the happy and smooth running of the school and HR Team
Health and Safety
● Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
● Assist in implementing all policies and rules governing school operations and conduct
● Ensure that, all the necessary health and safety rules and procedures are being followed
● Maintain an awareness of all the health and safety measures to be taken when in school
Skills, Qualifications and Experience
●Bachelors, or equivalent and HR Certifications like CIPD or CHRM
●3 years’ school experience
●English &
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