Personnel Administration - Personnel Support Unit (PSU)

Key Benefits

• Efficient and timely processing of all your personnel related administrative tasks.
• Expert advice on pay and conditions.
• A lead contact within our team.
• A fully integrated administration and payroll service, when combined with PY01-A.

Testimonials

Personnel have provided an excellent service by assigning a contact to the school who is patient, understanding, an expert at finding solutions to problems and always very helpful. We trust and appreciate her advice and will continue to buy into the services offered by the department

Bursar, Iford-Kingston CE Primary School

Service Details

We will:

• process all payroll amendments received by the Personnel Support Unit (PSU) by the third day of the month, where all the required information has been provided accurately
• process appropriate pre-employment checks for new members of staff and notify you when the checks are complete so that you can agree a start date. Please note: If we need to obtain a doctors’ report following completion of the pre-employment health questionnaire, we will make an additional charge for this based on the charge we incur from the doctor.
• set up details of new employees on the integrated HR system
• create, maintain and securely store personnel files for all academy employees
• keep employees’ personal details and terms of employment up to date
• work with our payroll providers to give you a seamless service
• develop and establish revised systems in response to changes in national pay arrangements
• provide all new employees with a correct employment contract within the statutory timescale of eight weeks following their start date.
• issue contract variation letters to existing employees within five working days of the amendment being made in SAP
• ensure that the calculation of accrued holiday and other contractual entitlements for staff leavers are correct
• advise your academy about discretionary powers in relation to pay and conditions
• administer statutory and occupational sick and maternity pay, instructing payroll accordingly
• notify employees of any reduction to half or nil occupational sick pay one month before the reduction (or as soon as practicable), excluding staff who are in their probationary year
• respond to mortgage and benefit enquiries on behalf of academy employees within five working days of receipt, with employees’ permission.
• timely processing of Disclosure and Barring Service (DBS) application forms for volunteers where they are undertaking regulated activity
• provide:
  
  • tri-annual reports showing your current staff profile (Per19)
  • a monthly report to show staff salary information (Per18)
  • a monthly report to show the payroll actions that have been completed
    
    These reports are provided to help you meet your audit requirements and it is your academy’s responsibility to check these reports and inform us immediately of any anomalies.

   

• create and maintain teachers’ pension records via the Teachers’ Pensions website (Secure Transfer Utility)
• answer all telephone calls within five rings
• respond to written correspondence within five working days
• provide an alternative personnel assistant to deal with your query should your usual contact be unavailable
• provide training for new secretaries, bursars and business managers in using the relevant forms and procedures for payroll, at an extra cost.
• provide workforce information reports, at an extra cost.
• process DBS chhecks via our umbrella body service for all new academy staff and those changing posts where a new check is required. The administration cost for this would be included in the per pupil rate.
  Please note: The actual cost of the DBS disclosure (currently £44) will be charged to you on a quarterly basis.

Pricing

Funded Support

We offer the following support to all schools and academies that purchase our service:

• make statutory returns on staffing numbers to the Department for Education (DfE)
• give salary and service details to Teachers’ Pensions
• work in accordance with the Safeguarding Children and Safer Recruitment in Education guidance and any other DfE requirements.

Getting The Most From Your Service

If you would like us to visit your academy to go through the personnel administration processes and answer any questions that you may have, please contact us and we will arrange a visit.

What Your School Needs To Do

All academies must keep a single central record of recruitment checks. You should use it to log all safer recruitment checks, including details of List 99 or CRB checks. A template for this is available on Czone.

It is your academy's responsibility to ensure that you have received and are satisfied with the pre-employment checks for staff new to your academy. The required pre-employment are those as set out in the Department for Education's Guidance titled “Safeguarding Children and Safer Recruitment – January 2007”.

Quality Assurance

We have quality assurance processes in place to ensure that our work practices are effective, that professional standards are being met and that we provide a high quality service to schools and academies.

We also have a number of key performance indicators and constantly monitor our service against these to make sure it remains at the required standard and provides you with value for money.

We are always looking for ways we can improve our service. We work with all our staff to ensure that they are appropriately trained and qualified and that we meet their continuing professional development needs.

Terms & Conditions

Please refer to the terms and conditions page.

Please note: if you decide to cancel this service or buy it from an alternative supplier, we may have to charge you for any work we carry out in transferring the service over to your new supplier.

If you intend to change to an alternative supplier, please contact us at the earliest opportunity to discuss these charges.

The majority of Personnel and Training content on Czone is now secure, meaning that you must log in to Czone to view it.

If your academy is purchasing any Personnel and Training service (PT01, PT03, PT04) and the Health and Safety advisory service (PT02) - you will have access to all Personnel and Training and Health and Safety content on Czone.

If your academy is purchasing one or more Personnel and Training services only - you will have access to all Personnel and Training content on Czone but no Health and Safety content.

If your academy is purchasing the Health and Safety advisory service only - you will have access to all Health and Safety content on Czone but no Personnel and Training content.

If your academy is not purchasing any Personnel and Training or Health and Safety services - you will have no access to the content on Czone relating to these areas.

The access permissions for your academy will be assigned each year based on your purchasing decisions and these will be reviewed annually.

Support