Administrative Assistant Supporting HR

St Philomena's Catholic High School for Girls; Carshalton; On-site; GBP 33,000 - 35,000; Full time

Job summary

St Philomena's Catholic High School for Girls in Carshalton seeks an experienced Administrative Assistant supporting HR to join a dedicated school team. Reporting to the Headteacher and Business Manager, you will provide high-quality administrative coordination and clerical support to ensure compliant, timely HR operations.

The role requires meticulous attention to detail, confidentiality, and strong written and verbal communication.

Qualifications

• Demonstrate meticulous organisation and accuracy in records and processes.
• Experience handling GDPR-compliant HR data, confidentiality essential.
• Proven administrative experience, ideally in school, HR or compliance settings.

Responsibilities

• Coordinate advertising, support selection interviews, draft offers/contracts, and perform pre-employment checks (DBS, right to work, references).
• Maintain the SCR and manage visa administration/Certificate of Sponsorship requests.
• Manage HR inboxes, GDPR-compliant records, input data into Arbor MIS, and coordinate with payroll for monthly staff variations.
• Track and log staff absence, process Occupational Health referrals, and support employee benefit schemes.

Skills

Organisational skills

Attention to detail

Written communication

Verbal communication

Discretion and confidentiality

Arbor MIS

Sage

GDPR compliance

Tools

Arbor MIS

Sage

Job description

• Coordinate advertising, support selection interviews, draft employment offers/contracts, and administer all pre-employment safer recruitment checks (DBS, right to work, references).
• Maintain a rigorous, fully accurate Single Central Record (SCR) and handle visa administration / Certificate of Sponsorship requests.
• Manage HR inboxes, maintain paperless records in line with GDPR, input data into Arbor (MIS), and promptly notify our external payroll provider of monthly staff variations.
• Track and log staff absence patterns, process Occupational Health referrals and manage employee benefit schemes (such as Cycle to Work and the Employee Assistance Programme).
• Attend internal meetings to take accurate minutes, compile data for termly Governor reports, process purchase requisitions in Sage, and provide confidential administrative cover for the Headteacher when required., This is an excellent opportunity to be part of a dynamic team. We are a supportive environment in which your talent and commitment will be encouraged, nurtured and rewarded. Set on a private estate in the leafy suburb of Carshalton and within a short travelling distance into central London, you will work in a friendly working environment.
  We are seeking to appoint a meticulous and highly organised Administrative Assistant supporting HR to join our dedicated school team. Reporting to the Headteacher and Business Manager, you will provide high quality administrative coordination and essential clerical support to ensure the effective, compliant, and timely operation of the school's HR and personnel functions. This is a fantastic opportunity for an experienced, detail oriented administrator to apply their skills in a varied and meaningful role that supports our school's vision, Catholic ethos, and caring community., Have proven administrative experience, ideally within a school office, compliance or human resources environment.
• Demonstrate a solid understanding of data protection (GDPR) and the ability to maintain absolute confidentiality and discretion.
• Possess exceptional organisational skills with an exact eye for detail, particularly when managing legal compliance records and data.
• Be fully computer literate with strong written and verbal communication skills, including the ability to compose fluent, professional correspondence.
• Maintain a flexible, collaborative attitude.
  36 hours per week, Term Time Plus Four Weeks or Full time (Holidays to be taken in school closure periods)
• Monday - Thursday, 8.00am - 4.15pm; Friday, 8.00am - 4.00pm Salary Point: Scale 5, Point 12 - 17 (£32,533 - £34,997 FTE) per annum depending on experience