Westminster School - iTrent Systems Administrator

Summary

We are currently seeking to fill the position of iTrent Systems Administrator.

Detail

Required from: asap

Contract: part-time, permanent

Hours of work: 21 hours per week, to be worked across 5 days. The role is required to be in the office. The option of hybrid working can be discussed following successful completion of probation period.

Salary: £18,000 - £21,000 (actual) based on a full-time equivalent of £30,000 - £35,000 per annum

Benefits:

• free School lunches when working on site
• discretionary Christmas shut down period
• generous School pension scheme
• free access to the School’s leisure facilities, including a fitness gym (restricted hours) 
• cycle to Work Scheme and season ticket loans following completion of our standard probation period 
• private medical insurance (opt in)

The deadline for applications is midday on Monday 26th January 2026. Interviews will take place shortly after the closing date.

For this role, we can only accept candidates who already hold the legal right to work in the UK and if successful will need to provide evidence at interview. Unfortunately, we are unable to offer sponsorships for applicants, or candidates currently working in the UK on a sponsored visa as we are unable to assist with renewal upon expiry.

Following the recent introduction of iTrent, Westminster School is seeking an experienced HRIS Administrator to help take this project to the next stage and beyond.

The postholder will play a vital role in supporting the School’s People and Payroll services as well as developing iTrent functions such as Employee Self-Service and People Manager. An understanding of the demands and challenges faced by HR and Payroll, especially in a school environment, will be required so previous experience in HR or Payroll is essential.

This is a new role and a great opportunity to design and recommend changes to existing processes to make them fit for the future, building on our success and developing the system to its full potential. 

Experience and knowledge of iTrent is essential, either as a Systems Administrator or from  working as a member of HR and Payroll. Excellent IT, problem-solving skills and efficient accuracy are also essential.

The post holder will be responsible for the day-to-day running and ongoing development of the School’s people related systems with the main focus being the continued integration and expansion of iTrent.

Working mainly to support HR and Payroll colleagues by responding to iTrent related problems, they will:

• find solutions whilst maintaining data accuracy, compliance, and operational efficiency.
• develop and run regular reports on our people data

Responsibilities

• Oversee the day-to-day running of iTrent to ensure HR and Payroll processes operate smoothly and effectively.
• Responsibility for the development and ongoing implementation of iTrent and its functions to support the work of the School.
• Ensure iTrent operates to its full potential whilst maintaining reliability and accuracy of data.
• First line issue resolution, working closely with the HR Administrator and wider People, Pensions and Payroll Team colleagues to resolve day-to-day system issues, escalating or seeking assistance from Midland HR (MHR) as appropriate.
• Manage system upgrades, technical configurations and system solutions in conjunction with Midland HR (MHR).
• Maintain iTrent’s employee self-service (ESS) function making full use of the newsfeed and e-signature functions.
• Expand the use and appearance of iTrent’s employee self-service (ESS) to increase user confidence and engagement.•    Set up new iTrent users with appropriate rights and access and take appropriate action for leavers.
• Support ongoing system improvements helping to streamline HR and Payroll processes.
• Cleanse and audit system data for consistency, accuracy and security purposes.
• Utilise Power BI to extract data from iTrent, supporting statistical data returns and develop innovative ways to display workforce metrics.
• Provide performance data to support the People, Pensions and Payroll team’s strategic planning and decision making.
• Liaise with other School departments including IT and Finance (i.e. on the rollout of the time and expenses module).
• In conjunction with Director of People, develop a timetable of reports for Senior Management Teams across both Westminster School and Westminster Under School.
• Support the Head of People Partnering and Operations to produce relevant and ad hoc reports on workforce data and compliance including the School’s Single Central Record (SCR) from iTrent and the production of equality and diversity data from Tribepad.
• Provide guidance and informal training to managers and members of staff on iTrent functionality.
• Develop a network outside of the School for iTrent knowledge sharing and trouble shooting.
• Support the Recruitment and Onboarding Officer with the development of Tribepad, the School’s applicant tracking system, working to increase the involvement of recruiting managers with online recruitment and selection.
• Provide ad hoc support to the Every HR Learning and Development System.
• Provide ad hoc support to the Turning Point Job Evaluation system.

Working at Westminster

Westminster School is a busy, purposeful and vibrant place to be and an excellent workplace. The community is made up of around 750 pupils, 120 teaching staff and 108 support staff.

Our staff are friendly and welcoming, and all newcomers quickly become part of the rhythm of life here.

There is a real sense of community here as, being a boarding school many members of staff and pupils live on site and the School’s premises are very much treated as a home away from home. School life starts before breakfast and continues way beyond the working day; as a result, there is always a lively atmosphere in and around School and always someone to share a tea and biscuit with in the Common Room. Support staff as much as teaching staff are encouraged to embrace the School’s day-to-day activities, whether that be attending an evening concert or a morning service in the Abbey.

At Westminster we will always select the best candidate for every position. We do know, however, that we can only truly choose the best person on every occasion if a broad and diverse pool of candidates see the job advertised and are encouraged to apply.

As such, we continue to work on how our job roles are encountered, and particularly welcome applications from groups who have traditionally been underrepresented here.

Westminster School is for everyone, regardless of gender, ethnicity, sexual orientation or any other protected characteristic. We hope you are encouraged to apply.

The School

Westminster School is an independent day and boarding school for boys aged 13-18 and girls aged 16-18, with a long history, a distinctive ethos, and a unique sense of place in the very heart of London. Pupils achieve exceptional examination results and entrance to some of the top universities in the world. It is a busy, passionate and purposeful place where independent and deep thinking is enjoyed, encouraged and respected by all, and where holistic excellence is nurtured and valued.

While the School is one of the foremost centres of academic excellence in the country, its commitment to academic life does not make it a hothouse for passing examinations. Pupils’ success at examinations and entry to leading universities is instead a result of their enjoyment of academic enquiry, debate and search for explanation, well beyond published syllabuses. Pupils are intellectually, socially, ethically and politically engaged and our aim is to ensure that their enthusiasm for learning is developed further, allowing them to take full advantage of the opportunities presented to them in the future. At Westminster, pupils have the freedom to lead on projects outside of the classroom and embrace a whole range of extra-curricular activities and interests. A host of pupil-led societies take place every week at the School, often with expert guest speakers, and pupils can choose to study an additional language, play an instrument or two, volunteer in local primary schools, row along the Thames, take part in plays and musicals, and much more. 

The School’s ethos resides in the enduring values of the liberal tradition reflected in the 1560 Charter of Westminster’s Elizabethan foundation, where it is stated that: ‘the youth which is growing to manhood, as tender shoots in the wood of our state, shall be liberally instructed in good books to the greater honour of the state’. Whilst academic and cultural attainments are highly prized at Westminster, the School is fully committed also to each pupil’s spiritual, moral, emotional and physical development and wellbeing – with a particular emphasis on drawing out individual talent wherever it lies – and to prepare young people for fulfilled private and public lives.

From September 2028, the School will welcome both girls and boys at 13+ entry, offering a Westminster education to all. By 2026, Westminster Under School will have opened its brand new pre-prep for girls and boys at 4+ and girls will have joined boys in Years 3 and 7, at the 7+ and 11+ entry points. By 2030, all year groups at Westminster School and Westminster Under School, from ages four to 18, will be fully co-educational, reflecting the School’s dedication to inclusivity and excellence.

Documents

• iTrent Systems Administrator - person specification PDF Document