HR Specialist - People Data, Systems and Operations

• Job title:HR Specialist - People Data, Systems and Operations
• Job Type:2 year Fixed Term Contract, Monday to Friday, 8am-5pm with an unpaid hour for lunch, All Year Round role but could consider Term-Time only
• Salary:Competitive - dependent on qualifications, skills and experience
• Department:HR
• Reporting to:People Director
• Location:Bishopswood Road, Highgate
• Start:ASAP
• Closing Date:12 June 2026 at 8:00 am

Be the guardian of clean HR data and clear HR processes. Maintain Every HR system as the single source of truth, reduce spreadsheet dependency, integrate SCR and compliance data, and make digital HR processes simple and consistent across the team. Manage HR filing on SharePoint, ensure compliance with data protection and retention policies, and consolidate multiple data sources into accurate, complete employee records. Partner closely with the Recruitment Manager, Payroll, Senior HR Advisors, the Bursars office, Head’s office to embed strong data standards and communicate process changes in ways that are easy for staff to understand and adopt.

We are looking for someone who loves getting stuck in and turning complexity into clarity. This role is perfect for a technically minded analyst who can fly through Excel, enjoys building smarter ways of working, and is just as comfortable rolling up their sleeves to get the detail right, whether that is scanning, coding, or cleaning data. You will be naturally curious, quick to spot improvements, and motivated to make systems simple and useful for others. Above all, you will be approachable, collaborative, and take real pride in making a visible difference across the team and the wider school.

At Highgate, our HR team is on an exciting journey of transformation. Our vision is to build a trusted, people-centred HR function that supports every member of our school community to succeed, now and in the future.

We aspire to be:

• Reliable and compliant — safeguarding records and ensuring integrity across all schools.
• Supportive and empowering — fostering wellbeing, inclusion, and respect.
• Efficient and modern — leveraging digital systems and data-driven insights.
• Strategic and forward-looking — anticipating future staffing needs and shaping culture.
• A trusted partner — providing professional, accessible advice and acting as a stable pillar in a dynamic environment.

What this looks like in practice:

Over the next few years, we are implementing digital-first HR processes, standardising staff records, and building a robust data foundation to inform workforce planning and improve staff experience. We aim to deliver a responsive HR service that is easy, transparent, and consistent, while driving initiatives that enhance wellbeing, inclusion, and professional growth.

By joining us, you’ll play a key role in building strong, efficient HR processes and helping us evolve into a strategic partner that shapes culture, talent, and leadership for the future.

Job Description

MAIN RESPONSIBILITIES

HR Filing and Data Protection 

• Lead the digitisation of HR records, beginning with employee files, to improve accessibility, security, and efficiency.
• Audit and organise HR filing on SharePoint, ensuring logical structure and secure access
• Review retention schedules and implement data protection best practices, identifying what can be retained or removed.
• Ensure compliance with GDPR and organisational data retention policies

HR Systems and Data Quality 

• Identify data integrity gaps and work out new processes to mitigate.
• Maintain Every as the single source of truth through data validation, exception reporting, and monthly health checks
• Consolidate multiple spreadsheets and data points into a single, accurate employee record in Every
• Assist with data migration and validation during transitions, ensuring audit trails and compliance
• Integrate SCR and other compliance data into Every with clear definitions and audit readiness
• Reduce spreadsheet sprawl by moving key trackers into system workflows, forms, and reports
• Work together with HR team to create HR document templates for standard HR processes

Reporting and Analytics 

• Produce a weekly staff movements snapshot and build a standard HR reporting pack for leadership and advisors
• Create accurate staff lists
• Support development of HR reporting tools for workforce visibility and decision-making
• Strengthen our gender pay gap annual reporting
• Carry out our reward & benefits benchmarking checks
• Create DEI data surveys and reporting tools
• Create standard reporting for school workforce census and other standard submissions

Process Improvement and Communication 

• Document end-to-end process maps, SOPs, user guides, and FAQs for onboarding, movements, pay changes, absence, and leavers
• Contribute to change management communications and deliver bite-sized training that helps staff understand and engage with new processes and systems
• Build and maintain HR intranet pages to improve access to resources and internal communications
• Focus on improving benefits renewal reporting and ensuring all employee paperwork and processes are created or updated

Collaboration and Support 

• Work closely with Senior HR Advisors, Payroll, Recruitment Managers and colleagues across HR and other departments to ensure smooth delivery of projects and BAU operations
• Provide administrative support for cyclical HR activities such as salary reviews, onboarding, and exit processes
• Coordinate with external vendors or consultants for system enhancements

General 

• Provide excellent (internal and external) customer service and building strong relationships
• Ensure confidentiality of all written and verbal communication
• Assist other members of the HR Team or with other HR Projects as required
• Maintain up to date awareness of current employment law, best practice issues and changes to KCSIE and ISI guidelines that are relevant to the role.

These duties and responsibilities are intended as a guide only. They are not exhaustive: the HR Specialist will be expected to undertake any reasonable task or responsibility as required by the People Director.

Person Specification

• Criteria
• How will these be tested or verified?
• Qualifications/ Professional Bodies

• Essential:

  • Degree or equivalent in a relevant technical area.
• Experience

• Essential:

  • Extensive use of HR/MIS Systems
  • Experience of telephone, email and face to face contact with stakeholders

  Desirable:

  • Demonstratable experience in a similar HR role
  • Experience supporting HRIS implementation or system upgrades
  • Experience in training stakeholders
• Skills/Knowledge

• Essential:

  • Strong Excel skills for data cleansing and transformation
  • Ability to consolidate multiple data sources into a single, accurate record
  • Clear and confident communicator who can explain complex information simply
  • Ability to spot weaknesses in processes and work with stakeholders with vary needs to identify a solution that works for all.
  • Ability to manage multiple tasks and meet deadlines in a change-oriented environment
  • Comfortable working with digital tools and learning new systems
  • Collaborative and proactive approach that builds strong relationships
  • High attention to detail and commitment to data accuracy

  Desirable:

  • Knowledge of child protection and safeguarding policies
  • Good understanding of GDPR and data protection principles (willingness to quickly learn)
  • Familiarity with SharePoint and intranet platforms
• Personal Attributes

• Essential:

  • Strong customer focus
  • Energetic and approachable with excellent communication, organisational and interpersonal skills
  • Ability to build and maintain strong relationships
  • Flexible with a ‘can-do’ approach and able to work effectively and use initiative
  • A proactive approach to work, and meeting targets
  • An ability to identify process improvement needs and suggest solutions
  • The ability to maintain in strictest confidence any information received concerning School matters

  Desirable:

  • Interest in change management and internal communications

Location | Highgate Village, adjacent to Hampstead Heath, with quaint shops and easy connections across London.

Pension | AVIVA workplace pension scheme offered with a generous 26% employer contribution, with the ability to flex up to 16% of this as additional non-pensionable salary, employees contribute a minimum of 5%.

Personal development | Comprehensive induction support for new staff. Focus on continued professional development for all employees.

Leisure facilities | Free access, at stipulated times, to our sports facilities, including a fitness suite and swimming pool (recently refurbished).

Lunch | A complimentary lunch.

Help with sustainable travel  | Access to the Cycle to Work Scheme and a Season Ticket Loan scheme for public transport.

Family-friendly policies | Highgate appreciates that employees sometimes have family commitments so we try to be as supportive as possible, for example with enhanced maternity pay (8 weeks’ full pay, then 10 weeks’ half pay) and paid dependant leave.

Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.

Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.

Following a visit from the Independent Schools Inspectorate (ISI) in September 2024 to assess Highgate’s regulatory compliance and school standards, we are pleased to share the inspection findings, which reports compliance in all five areas and a ‘significant strength’ in our teaching expertise.

Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.

The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.

We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.

More details about working at Highgate can be found here:

As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.

Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.

As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.

• Closing Date:12th June 2026
• 1st Interview:ASAP
• 2nd Interview:w/c 15th June

Contact:  Recruitment Team are happy to answer any questions about this post.

Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.

We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.

As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy.  If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSIE and other legislation. These concerns may need to be shared with other agencies.  A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.

Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities. DBS Privacy Policy

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. DBS Code of Practice

In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.