Academic Administrator - Maternity Cover

ACCOUNTABLE TO

·        Deputy Head

·        Head

CORE PURPOSE

The Management Information System and Academic Administrator is responsible for developing and managing the school academic database.

The role also provides support to all staff, in all departments, in the use of the school’s MIS (currently Engage). They will be the key contact with the MIS provider and produce user help guides and training where needed.

MAIN RESPONSIBILITIES

Provide timely and effective support to the Deputy Head in relation to their relevant responsibilities.

MIS

·        Administer the academic areas of the MIS, whilst also providing support to departments in other areas of the MIS, for instance Admissions, Finance, Vines, Users and pupil database.

·        Support the setting up (user settings) of the staff Engage accounts, once HR has created them.

·        Create parent accounts for new admissions and assist parents with password or access issues.

·        Manage the Administrative School Rollover in liaison with the Pastoral team and Bursary team – set up attendance parameters, new year groups and forms, transfer leavers, move pupils to their new year groups and forms, transfer new intakes for the new academic year (in year admissions to be completed by the admission team.)

·        Manage the Academic School Rollover – creating new subjects, divisions and classes, creating timetable subjects, rollover the assessments and reporting periods, allocate pupils to all classes.

·        Manage the development and maintain the MIS and related databases and web-based applications.

·        Produce reports to allow student data to be captured, monitored, analysed and shared.

·        Train and support staff in the use of the MIS, including producing help guides.

·        Be the key person to liaise with staff and Engage when system issues arise.

Academic

·        Assist in the submission of calendar dates for academic reports and parents’ evenings.

·        Assist with the organisation of internal deadline dates for the academic calendar – teacher and tutor report deadlines etc. Ensure these are communicated to staff and reminders given as necessary.

·        Set up all academic reports and marksheets.

·        Assist the Deputy Head with arrangements for the end of term and annual Prize Giving, including selection of prize winners and allocation of prizes. Collate all prizes from staff, create certificates and book plates and assist with the organisation of prizes for prize giving.

·        Ensure all classes and divisions are created on Engage and all pupils are allocated to the classes. Set lists to be provided by Heads of Department. Administer any set changes throughout the year.

·        Minute Head of Department meetings where requested.

·        Administrate school reports, including timetabling of deadlines and ensuring distribution and publication of reports on last day of terms.

Assessment

·        In liaison with the Academic team, gather the entries for common entrance examinations ensuring staff are aware of deadlines and entries are uploaded in a timely manner.

·        Assist with the organisation of internal exams including timetables, invigilation, room set ups and letters to parents.

·        Organising the timetables for all online standardised assessments in liaison with the academic team – ensure timetables are distributed to staff and pupils in a timely manner.

·        Create sittings for online assessments, generate reports and collate results.

·        Organise and invigilate online senior school entrance tests sat internally, including ISEB Pre-Tests.

·        Order ISEB papers.

·        Organise return of papers to senior schools.

Data

·        Assist staff with performance analysis and data tracking of assessments, internal exams and standardised assessment.

·        Set up and manage all exam data and standardised assessments to Engage marksheets.

·        Set up marksheets for the recording of internal exam data.

·        Termly tracking of attainment.

·        Maintain records of house points and provide weekly analysis to SMT including analysis for the house race, form shield and detentions for drills.

·        Collate academic data and information for pupil references for senior schools in liaison with the academic team and form tutors.

Attendance

·        In liaison with the Pastoral team, run attendance reports for the governors’ meetings.

·        Run pupil attendance reports when requested.

Parents' Evenings

·        Assist with the organisation and management of parents’ evenings including setting up on Engage or equivalent system, writing letters to parents and publishing to staff and parents. Ensure catering arrangements are in place and any furniture requests are logged via fault fixers.

Academic Timetable

·        Assist with the system preparation for the school timetable including the export to timetabler or equivalent.

·        Assist with the creation of teacher and pupil timetables

·        Assist with the school timetable on to Engage, allocate rooms and teachers.