Business Operations Co-ordinator

Claremont School; Ewhurst Green; On-site; GBP 32,000 - 44,000; Full time

Job summary

Claremont School is seeking a Business Operations and HR Coordinator to support day-to-day running of operations and coordinate HR functions. The role covers HR records, onboarding, recruitment coordination, payroll data, and safeguarding compliance, while working collaboratively across departments to improve processes.

The postholder will manage confidential information, support policy updates, and contribute to continuous improvement within the School environment.

Qualifications

• Previous experience in Business Operations, HR Coordination, Office Management, or a similar role.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.

Responsibilities

• Manage the HR inbox, respond to enquiries and escalate where appropriate.
• Coordinate recruitment between school and central division and monitor progress.
• Coordinate pre-employment checks and safeguarding documentation for compliance.
• Support onboarding, induction, and employee offboarding processes.
• Maintain HR databases, personnel files, and the Single Central Register.

Skills

HR Coordination

Office Management

Confidentiality

Communication

Organisational skills

Education

Bachelor's degree in Business/HR

CIPD Level 5

Tools

Microsoft Office

HRIS

Payroll software

Job description

Job Description - Business Operations and HR Coordinator Reports To Bursar Job Purpose The Business Operations and HR Coordinator is responsible for supporting the efficient day-to-day running of the School's operations while coordinating key Human Resources functions. The role provides comprehensive administrative support across HR, operational management, compliance, health and safety, and facilities coordination, ensuring that systems, processes, and records are maintained to the highest standards. The postholder will work collaboratively across departments to deliver efficient business operations, support employee lifecycle activities, maintain compliance with statutory and regulatory requirements, and contribute to continuous improvement across the School.

• Manage and monitor the HR inbox, responding to enquiries, directing and escalating matters where appropriate.
• Coordinate recruitment activities between the school and the central division instructing new vacancies and monitoring their progress to completion. Support with documentation as required.
• Coordinate the checking and sign off of all pre-employment checks, including references, DBS checks, right-to-work verification, safeguarding checks, and employment documentation for compliance with Keeping Children Safe in Education
• Support employee onboarding and induction programmes to ensure a positive new starter experience
• Coordinate employee offboarding, including exit documentation and system updates.
• Maintain accurate employee records, HR databases, personnel files, and the Single Central Register.
• Assist with payroll preparation by maintaining accurate payroll movement/changes and employee data.
• Support performance review processes, probation monitoring, employee development, and training records.
• Assist in administering employee benefits and HR systems.
• Maintain confidentiality when handling sensitive employee information.
• Assist with reviewing and updating HR policies and procedures.
• Respond professionally to employee HR queries.
• Attend formal meetings, take minutes and draft letters as required.
• Ensure compliance with employment legislation, safeguarding requirements, and company policies.

Business Operations

• Coordinate the day-to-day operational functions of the School.
• Develop, maintain, and improve operational procedures, systems, and documentation.
• Support operational projects and monitor progress against agreed objectives.
• Prepare operational reports and information as required.
• Coordinate meetings, events, room bookings, and internal communications.
• Support procurement activities and monitor supplier contracts, licences, and renewal dates.
• Liaise with suppliers, contractors, estates teams, and external service providers.
• Assist with budgeting, purchasing, and expense administration where required.
• Identify opportunities to improve operational efficiency and implement process improvements.

Compliance, Health & Safety and Safeguarding

• Support the implementation and monitoring of Health & Safety policies and procedures.
• Maintain accurate compliance documentation, including risk assessments, incident records, and statutory documentation.
• Assist with internal audits, inspections, and regulatory reporting.
• Support routine Health & Safety inspections, fire drills, and compliance monitoring.
• Assist with safeguarding administration and ensure the accuracy of safeguarding records.
• Monitor compliance with statutory, regulatory, and School policies.
• Prepare compliance documentation for inspections and audits.
• Promote a culture of safety, compliance, and continuous improvement across the School.

Venue Hire and Community Facilities

• Act as a key point of contact for external hirers and community users.
• Coordinate venue bookings, schedules, room layouts, and operational logistics.
• Ensure contracts, insurance documentation, and risk assessments are completed prior to bookings.
• Monitor compliance with venue hire agreements and health and safety requirements.
• Liaise with internal departments to ensure successful delivery of events and bookings.

Administration

• Prepare reports, policies, procedures, and operational documentation.
• Maintain accurate filing systems and business records.
• Coordinate cross-department administrative activities.
• Attend meetings, prepare agendas, and record minutes where required.
• Undertake additional administrative duties as reasonably requested.

Skills, Qualifications and Experience Essential

• Previous experience in Business Operations, HR Coordination, Office Management, or a similar role.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Excellent Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
• Experience using HR Information Systems and business management software.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong interpersonal and customer service skills.
• Understanding of employment legislation, safeguarding, and compliance requirements.
• Ability to work independently and collaboratively within a team.
• Strong problem-solving and continuous improvement mindset.

Desirable

• Bachelor's degree in Business, Human Resources, or a related discipline.
• CIPD Level 5 qualification (or working towards).
• Experience within an education or regulated environment.
• Payroll administration experience.
• Knowledge of Health & Safety legislation.
• Project coordination experience.

Personal Attributes

• Professional, approachable, and highly organised.
• Proactive with excellent planning and prioritisation skills.
• Flexible and adaptable to changing priorities.
• Positive "can-do" attitude.
• Collaborative team player.
• High level of integrity and discretion.
• Strong customer-focused approach.
• Committed to continuous learning and improvement.

Key Performance Indicators

• Efficient recruitment and onboarding processes.
• Accuracy and compliance of HR records.
• Timely completion of compliance documentation.
• Operational efficiency improvements.
• Successful completion of audits and inspections.
• Health & Safety compliance.
• Employee satisfaction and responsiveness to HR enquiries.
• Accurate management of venue bookings and operational administration.

Working Conditions

• Full-time position (40 hours per week or as agreed).
• Office-based with occasional flexibility depending on operational requirements.
• Attendance at meetings and occasional out-of-hours events may be required.

Safeguarding The postholder is expected to safeguard and promote the welfare of children and young people at all times, maintaining compliance with safeguarding legislation, safer recruitment requirements, and School policies. The successful applicant will be subject to all relevant pre-employment checks. Equal Opportunities We are committed to creating an inclusive workplace where diversity is valued. We welcome applications from all qualified individuals regardless of age, disability, gender identity, marital status, race, religion or belief, sex, or sexual orientation.

Essential

• Previous experience in Business Operations, HR Coordination, Office Management, or a similar role.
• Strong organisational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Excellent Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
• Experience using HR Information Systems and business management software.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong interpersonal and customer service skills.
• Understanding of employment legislation, safeguarding, and compliance requirements.
• Ability to work independently and collaboratively within a team.
• Strong problem-solving and continuous improvement mindset.

Desirable

• Bachelor's degree in Business, Human Resources, or a related discipline.
• CIPD Level 5 qualification (or working towards).
• Experience within an education or regulated environment.
• Payroll administration experience.
• Knowledge of Health & Safety legislation.
• Project coordination experience.

Personal Attributes

• Professional, approachable, and highly organised.
• Proactive with excellent planning and prioritisation skills.
• Flexible and adaptable to changing priorities.
• Positive "can-do" attitude.
• Collaborative team player.
• High level of integrity and discretion.
• Strong customer-focused approach.
• Committed to continuous learning and improvement.