HR Administrator

St Mary’s School
Bateman Street
Cambridge
CB2 1LY

T: 01223 353253
F: 01223 280254

stmaryscambridge.co.uk

St Mary’s School Cambridge – A Company Limited by Guarantee. Registered Office: Bateman Street Cambridge
CB2 1LY – No. 184031 England Registered Charity No. 290180

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St Mary’s Ethos
St Mary’s School, Cambridge is an independent day and boarding school for girls aged 3 to 18. We have a
school  roll  of  approximately  650  students.  A  fifth  of  the  students  are  boarders.  Reflecting  the
cosmopolitan  community  of  Cambridge,  approximately  12%  of  students  are  from  overseas,  from  34
countries.

A Christian school in the Catholic tradition and founded on the principles of our 17th century foundress,
Mary Ward, we have a unique approach to education and an atmosphere which fosters a love of life and
learning, while growing the academic talents and spiritual wellbeing of each individual girl, from within.
We  warmly welcome  students –  and  staff  - of all Christian denominations  and other faith and secular
backgrounds to join our thriving community.

At  St  Mary’s  School,  Cambridge,  we  provide  renowned  pastoral  care,  understanding  and  individual
support  which,  coupled  with  dedicated  academic  learning  opportunities,  encourages  students  to  look
beyond themselves, so that they enter adulthood aspiring to be more and to give more, not just to have
more.

The School is approaching its 125th anniversary year. Building on our 400-year tradition, St Mary’s School,
Cambridge  belongs  to  an  international  network  of  just  under  200  Mary  Ward  schools  worldwide,
presenting the possibility of exciting and innovative opportunities for our students.

Cambridge Location
We are delightfully situated in the heart of the academically and culturally vibrant city of Cambridge, with
the Senior School and boarding house overlooking the University of Cambridge Botanic Gardens.

Cambridge  is  an  outstanding  place  to  live  and  work.  As  a  University  centre,  the  city  has  the  cultural
advantages  of  a  much  larger  settlement  but  with  a  population  of  just  128,000  it  is  a  safe,  clean  and
attractive location. The  city  has  an  international reputation  owing to  its world  ranking University with
which the school has multiple and growing links. As the heart of Silicon Fen, the school benefits from the
digital  and  enterprise  communities  in  the  various  high-tech  science  parks  and  enterprise  hubs.
Addenbrookes  is  a  key  teaching  hospital  and  again  the  school  has  excellent  links.  We  are  within  easy
travelling distance of London (50 minutes by train) and 30 minutes from Stansted Airport.

School facilities
There has been major investment in new facilities at the School over the past decade: a new Junior School;
a new Sixth Form Centre; new provision of Art & Photography; the creation of our Science Hub and our
new boarding facility, Mary Ward House. We have invested in our playing fields through an ambitious
collaboration with Homerton College, University of Cambridge and have invested in a new boat house in
a joint partnership with a city rowing club and Homerton College.

Digital Strategy at St Mary’s
St Mary's is a digital school. Technology is a means of underpinning St Mary's core purpose and values. It
supports the School in its goals through:

•  Developing a community of staff and students which learns in, responds to and engages with an

ever-changing digital world

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•  Preparing students for their future by giving them the confidence to work in a digital

environment

•  Establishing creative teaching and learning environments

All members of St Mary's work digitally using cloud-based systems to support the day-to-day operations
of the school both from an operational and teaching side, training and support are offered to ensure all
staff are suitably equipped to perform their role. In addition, all staff will have access to a suitable device
in order to support their work.

About the Role

Job Title: HR Administrator
Accountable to Head of Human Resources or other nominated person
Salary: £29,000 to £30,000 depending on experience
Hours of work: Monday – Friday 40 hours per week. All Year round.
Main place of work: Bateman Street, Cambridge

About the team
The HR team is an important part of the Business Operations at St Mary’s School. The team sits within the
Bursar’s  immediate  line  management  and  collaborates  with  other  operational  teams;  Compliance,
Finance, IT, Marketing and Admissions, Operations/Works Department.  HR is integral to the delivery of
an  outstanding  educational  experience  for  our  students  and  the  team  works  closely  with  our  Senior
Leadership Team and Teaching colleagues in respect of recruiting the very best staff and supporting line
managers with all aspects of the employment life cycle.

Role responsibilities
To assist with the recruitment of new staff to the School. To maintain the Single Central Register. Reporting
to the Head of HR you will help to provide a comprehensive HR administration service to all departments
in  the  School,  ensuring  processes  are  managed  in  a  timely  and  efficient  manner  with  adherence  to
compliance, current legislation and practice.

Job description
Job title: HR Administrative Assistant
Reporting to: Head of HR, HR Advisor
Team: Head of HR, HR Advisor, HR Assistant/Administrator

Key responsibilities
KEY AREAS

Recruitment &
Selection

PROFESSIONAL DUTIES AND RESPONSIBILITIES

•  To assist with the undertaking of the administration of internal and external
recruitment and selection processes and be a point of contact for applicants.

•  Liaise with supply agencies where necessary.
•  Assist  with the drafting  of job  descriptions  and  person  specifications  liaising

with the relevant managers.

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•  Prepare and advertise posts on our own school website and other platforms.
•  Review each submitted application and liaise with the Senior Leadership Team

and Head of Department to shortlist candidates.

•  Prepare  interview  schedules  and  make  the  necessary  arrangements  for

interviews.

•  Prepare  and  send  offer  letters  to  successful  candidates  and  write  to

unsuccessful candidates.

•  Process  all  pre-employment  checks  required with  regard  to child  protection

and safeguarding.

•  Inform relevant individuals and departments about new staff members
•  Create HR records for all new staff – both electronic and paper
•  Manage  and  co-ordinate  the

induction  programme,

liaising  with  the

Compliance
(in addition to
recruitment
compliance)

Human Resources

professional tutors and line managers and the Compliance Manager.

•  DBS and all other relevant checks for volunteers, governors, sports coaches and

contractors.

•  When  using  supply  staff,  obtain  confirmation  of  safer  recruitment  checks

carried out by the supply agency.

•  Maintain and update the Single Central Register, reviewing this once a term

with the Safeguarding governor.

•  Check Right to Work details of all new EU staff and maintain details of staff who

are working under UKVI regulations.

•  Liaise  with  the  Assistant  Bursar  to  ensure  all  new/updated  regulations with

regard to safer recruitment are adhered to.

•  Update  HR  forms  and  paperwork  in  observance  to  any  new  compliance

regulations.

•  Shred application forms and ID from unsuccessful candidates after 6 months
and check own emails to make sure that details from unsuccessful candidates
are deleted

•  Shred all staff files after 7 years, delete from ISAMS and check that personal

details are deleted from online HR files.

•  To be the first point of contact for HR enquiries
•  To monitor the HR Inbox and alert the other team members to any urgent or

important matters

•  To maintain, develop and update the School’s computerised HR database

accurately, inputting employee data and producing reports regularly at the
request of the Bursar and Head of HR.

•  Update and maintain employee personnel files, ensuring filing is completed

accurately and in a timely manner.

•  To assist with HR processes such as absence monitoring, training and

development and Payroll with new starters, leavers and salary adjustments
including assisting with self-certification forms.

•  Update and maintain staff holiday and Wellbeing Day spreadsheet
•  Update employee records (both electronic and paper records)

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•  Prepare and issue staff employment contracts.
•  Assist with updating and maintaining the Single Central Register
•  Support the HR Business Partner with general office duties as required such

as taking minutes at meetings, typing reports, photocopying etc.
•  To respond to routine enquiries and requests from Line Managers and

employees as necessary, ensuring confidentiality at all times.

•  Assist in formal meetings such as disciplinaries, grievances, capability or

conduct meetings undertaking such tasks as may be required by the Head of
HR.

•  Assist with the planning and delivery of employee wellbeing.
•  Conduct exit interviews and return to work meetings with staff.
•  Assist in the production of reports on staffing updates to the governing body
•  Assist with the storing of archived files for applications and past employees in

accordance with GDPR rules

•  Prepare staff briefing updates on a weekly basis

The above list is not an exhaustive list of duties and you may be expected to preform different tasks as
necessitated by your line manager and the your changing role within the School and overall business objectives
of the School.

Person Specification

Qualifications

Essential
•  A good standard of education including

Desirable
•  NVQ/BTech/City  and  Guilds

in

Skills and
Experience

Knowledge /
Abilities
(Competencies)

Maths and English GCSEs Grade A*- C (or
equivalent) or Level 3 NVQ in a relevant
subject (Business Administration for example)

•  Proficient in the use of MS Office including

Outlook, Word and Excel

•  Experience of using business systems
•  Capable office-based IT Skills
•  Administrative experience in a busy office

environment

•  Proven excellent organisational skills, capable
of multitasking, prioritising and working to
challenging deadlines

•  Experience of working collaboratively in a

team

•  Ability to draft and prepare letters and

documents such as offer letters, contracts,
advert, staff briefing notes and reports
•  The ability to process confidential and

sensitive information with tact, discretion and
with GDPR compliance requirements
•  The ability to establish and maintain good

working relationships

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Business

•  CIPD level 3 Human Resources

•  Demonstrable experience in a
similar organisation and/or a
Human Resources team

•  Experience of using HR systems

•  HR  processes  and  practice

in

relation to recruitment

•  Awareness of relevant employment

legislation as it is related to the role

•  Ability to confidently and articulately

•

communicate in verbal and written forms

•  Able to work sensitively and with

confidentiality and discretion at all times
•  Ability to effectively organise allocated work

activities, work to tight deadlines and assist in
the effective organisation or non-standard
tasks and events.
•  Attention to detail
•  Commitment to team working
•  High levels of personal and professional

integrity
•  Enthusiasm
•  Approachability and excellent customer

service

•  Maintain professional levels of personal

presentation at all times

•  Resourceful, proactive, self–motivated,

punctual and resilient
•  Diligent and conscientious
•  Calm under pressure
•  Commitment to the ethos and values of the

school

•  Committed to general safeguarding, welfare

and well-being of students

•  Ability to use appropriate judgement to seek

and clarify detail where appropriate.

•  Ability to work independently to solve a range

of problems relating to administrative
processes.

•  Ability to plan workload throughout the
month, to ensure payroll changes are
completed in advance of the payroll deadline.
•  Ability to analyse data and present summary
information in a clear and concise format.

•  Ability to solve a range of problems by

responding to varying circumstances, whilst
working within standard procedures.

•  Willingness to contribute to team efficiency

through sharing information and constructively
supporting others.

•  Experience of providing informal

training/coaching to colleagues in relation to
administrative tasks

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Personal
Qualities

Problem Solving
and Initiative

Management
and Teamwork

Communicating
and Influencing

•  Ability to provide accurate and timely guidance
and advice, explaining established policies and
procedures as required.

•  Ability to recognise when issues need to be

passed to a senior colleague for authorisation.

•  Ensure high levels of confidentiality and

communication are maintained with client
stakeholders

Closing date: 28 November 2025
Interview date: week beginning 1 December 2025

We are all members of one community and must therefore endeavour, always, to maintain positive working
relationships with all colleagues, treating others with the same level of professionalism, respect and politeness
that we would wish for ourselves. In addition, you are required to work in pursuit of our core aim, which is to
ensure every student’s aspiration, capabilities, interest, and talents are recognised, nurtured and celebrated.
We pride ourselves on our academic standards, extra-curricular provision, and pastoral care. Your performance
in this regard will be judged by your outcomes relating to work, attitude, and professional behaviour.

Child Welfare and Child Protection Issues
The interview for this post will include exploring issues relating to safeguarding and promoting the welfare
of children including:

•  Motivation to work with children and young people.
•  Ability to form and maintain appropriate relationships with children and young people.
•  Emotional resilience in working with challenging behaviours.
•  Attitudes to the use of authority and maintaining discipline.

Any relevant issues arising from the take up of references will be discussed at interview.
The school is an equal opportunities employer.  We are committed to safeguarding and promoting the
welfare  of  children  and  young  people  and  expect  all  staff  and  volunteers  to  share  this
commitment.  Successful applicants are subject to an Enhanced Disclosure and Barring Check.

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