School Attendance and Administration Officer

Role:  School Attendance and Administration Officer

Reporting to: Deputy Head Pastoral (DHP) for student absence, with day-to-day line management by the Office Manager (OM).

Hours: This is a Term-Time Plus 4 weeks role, 37.5 hours a week, excluding breaks, Monday to Friday from 7.30am to 4.30pm. You are required to work such hours as are reasonably necessary for the proper performance of your duties. The role will require occasional work at weekends.

Overview

To support the Deputy Head Pastoral and Pastoral Leadership Team for student attendance within the Senior School, ensuring all students are registered, accounted for, and attending school regularly in accordance with the School’s Absence/Attendance Policy. Providing training to staff on the registration process highlighting the school’s legal requirements. In addition, to be the backup to the secretarial and reception team within the senior school office, while providing and maintain the highest standards of the school.

The role will include but not be limited to the following responsibilities and duties:

Responsibilities

Promoting and safeguarding the welfare of children and young persons for whom the postholder is responsible and with whom they come into contact.

General Duties

•  Promote the safeguarding and welfare of children and young persons for whom you are responsible and with whom you come into contact.
• Conduct the administration of the daily am/pm Senior School attendance registers, entering, and amending codes as appropriate following the attendance checking process, maintaining high levels of accuracy
• Monitor the Absence Senior inbox for requests of absence including illness and appointments, entering these into the register under the appropriate code, escalating where necessary.
• Follow the school’s Missing Child/ Attendance Policy where students are not marked as present, liaising with parents/guardians and DHP to ascertain the reason for absence
• Collating information regarding absences for religious observances, entering using the relevant absence code
• Communication with Form Tutors or Teachers to ensure the accurate recording of registration at all times throughout the day, identifying and delivering training as required
• Monitor patterns or trends in attendance, liaising with Form Tutors and Pastoral Leaders.
• Providing statistics, analysis, and reports on attendance percentage for Pastoral Leaders, SLT and Governor reports
• Support the DHP in ensuring the registers meet the ISI requirements
• Coordinate training sessions for staff on the registration process during INSET days or lunchtime
• Provide a comprehensive administration service as part of the wider school office including but not limited to answering emails, calls, preparing letters, photocopying.
• Any other duties considered appropriate to the role

Liaison

• Academic Staff including Head and DHP.
• Parents and Guardians
• Students
• Medical centre staff
• School Office

Personal qualities

• Resilience and high personal standards being an excellent role model for young people.
• An ability to be empathic and yet challenging in work with students, parents, staff and external agencies.
• Flexibility and an ability to work within a team to best support outcome for young people.

Skills and Knowledge

• Experience of working in a busy office environment
• To have experience working in a people centred setting.
• Experience of working with databases and management information systems

What we are offering: 

• A competitive salary of Full- Time Equivalent £28,206 (This role is Term – Time plus 4 weeks)
• Free lunch and refreshments 
• Additional life insurance cover
• Access to Employee Assistance  
• Extensive professional development training opportunities  
• Free onsite parking and access to travel on the schools extensive coach network 
• Free access to sports facilities and well-being programmes for staff  
• Enrolment into the Schools' pension scheme, with 12% employer contribution, based on 5% individual contribution

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible. 

Haberdashers’ Girls' SchooI is committed to safeguarding and promoting the welfare of children and young people. The successful candidate will be subject to a Disclosure and Barring Service enhanced check. The post is exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children.