HR Generalist (HRIS Specialist)

The American School in London

ASL is looking for an experienced HR Generalist with a track record of implementing and maintaining Human Resources Information Systems. The HR Generalist/HRIS Lead reports directly to the HR Manager but also works closely with the Director of HR to ensure that operational HR processes and procedures are maintained at all times.

ASL has recently implemented a new HRIS (Cascade) and this position acts as the HR Lead for ongoing HRIS system implementation and development, including continued testing and configuration, security administration, report writing, system optimisation post go-live, and coordination and management of cross-functional dependencies between HR, IT, Payroll and other divisions.

As a Generaliast, the post holder will also lead and support in areas including recruitment, benefits administration, pre-employment checks, administering maternity/parental leave, checking payroll, and issuing/tracking stipend and casual worker contracts.

Summary of Duties

HRIS

• Manage the day-to-day maintenance of the team’s database responsibilities, including the HRIS, Axiom, CMS, benefits platform, etc., troubleshooting any technical issues and responding to employee queries
• Provide regular employee data reports to the HR and Senior Leadership teams, as well as for external bodies such as the DfE, ONS, and other agencies
• Leading the continuous evaluation and evolution of HR Systems
• Actively identifying and resolving issues or opportunities for enhanced user experience and other HRIS integrations
• Developing, documenting, and maintaining all current and new HRIS process workflows
• Regularly audit the HRIS to ensure that data is complete and accurate, and following up with team members/other departments where necessary
• Support employees and line managers with their absence management

Pre-employment checks

• Complete and send DBS paperwork for employees and community members where required
• Record any sensitive disclosures as per the school’s policies and procedures and refer on to the DoHR or HR Manager
• Regularly meet with incoming employees and ancillary workers to provide a comprehensive vetting process, including cross-checking employment history and undertaking relevant safeguarding checks as specified in Keeping Children Safe in Education, and update on the relevant systems and databases
• In conjunction with the HRM/DoHR, ensure that the SCR is maintained up to date
• Business partner with the various extra-curricular program directors (Athletics, After School Programs, Robotics, Summer Camp) to ensure recruitment, onboarding, retention, pay and safeguarding goals and deadlines are met whilst operating successful programs.

Starters, Leavers, and Leaves of Absence

• Administer maternity/shared parental leave processes, including calculating maternity/parental leave pay, carry out risk assessments, and communicate with individuals regarding their entitlements and statutory rights
• Process starters, leavers and contractual changes in the relevant HR databases or platforms, ensuring that other departments are informed of incoming and departing personnel
• Carry out employee inductions for new joiners throughout the school year
• Work directly with communications to ensure that all HR portals/sections on our website and Google Drive are up to date and fit for purpose

Contracts, stipends, payroll and benefits

• Calculate salaries for new hires and contractual changes, and in conjunction with HRM, configure annual salary reviews and draft and issue salary variations accordingly
• Ensure that all extra-curricular stipend contracts are issued, submitted to payroll and recorded on the HRIS. Check that all ancillary workers have relevant and up to date checks before commencing employment
• Ensure that all relevant contract information (pay, notice period, holiday entitlement, etc.) is calculated correctly and recorded on the HRIS
• Responsible for monthly cross-checking the School’s five payroll runs, ensuring that all additional payments are accounted for and legitimate, and that no payments are made without prior authorisation
• Work with the Payroll Controller in determining on- or off-Payroll decisions in relation to IR35 using HMRC’s CEST
• Administer employee benefits, including Home Leave, health screenings, private medicals, and any other benefit offered by ASL if required and advise employees on entitlements and processes
• Ensure good communication with employees regarding their entitlement to benefits and assist with general queries

Other Generalist Duties

• Monitor the Human Resources email inbox
• Manage the day-to-day maintenance of the team’s database responsibilities, including the HRIS, Axiom, CMS, benefits platform, etc., troubleshooting any technical issues and responding to employee queries
• Project manage, develop and implement new systems in line with financial and technological changes
• Provide project leadership when required to ensure the continued growth and success of the HR team, including technological changes, employment law changes, induction, and safeguarding changes, depending on the needs of the team/ASL at any given time
• Mentor the team’s HR Assistant and act as a day-to-day supervisor and delegate tasks out as needed
• Support the HR and Senior Leadership teams with employee relations casework, including note-taking at meetings and drafting communications as well as providing informal advice to management and staff on all general HR matters including, but not limited to maternity/paternity, flexible working, recruitment, benefits, safeguarding, pay and contracts
• Ensure policies are updated in line with legislative changes and diversity, equity and inclusion such as our parental leave policies and documentation
• Contribute to a positive safeguarding culture at ASL