Exams Support & Attendance Officer

Exams Support & Attendance Officer

Scale 5 (12-15). Actual salary dependent on point, £22,572 - £23,814

35 hours each week term time plus 4 days in the summer holidays to coincide with A Level and GCSE exam results. 

PURPOSE OF JOB:

• To support the Data & Exams Officer and the Data & Exams Manager in the effective organisation and administration of both external and internal exams
• To support the wider team during ‘A’ Level & ‘GCSE’ exam periods, invigilating if required during the extremely busy periods of formal exams.
• To be responsible for the administration aspects of the electronic registration system and absence data in registers
• To monitor KS4 & KS5 attendance
• To liaise with the school Heads and Deputy Heads of Year in raising attendance
• To meet with students and parents in line with the attendance escalation process
• To meet with Deputy Heads of Year on a regular basis to discuss Attendance

MAIN ACTIVITIES – EXAMS

• To assist with the preparation and daily running of examinations including the production of exam stationary (candidate cards etc) prior to the exam and the setup of venues on the day of the exam.
• To assist the Data & Exams Officer in ensuring that all exam stationary boxes for Separate Venues contain all of the necessary documentation needed, including seating plans, scribe cover sheets, incident logs and the SEN Profiles for those students with Special Exam Arrangements.
• To assist with the checking, packing and despatch of examination papers by relevant authorised means.
• To assist with the production and distribution of candidate results.
• To assist with the monitoring of internal exam attendance and the facilitating of any catch-up exams.
• To act as the Exams Officer for the centre in the absence of the Data & Exams Officer.
• To liaise with the Data & Exams Officer and the Data & Exams Manager in ensuring that exams are conducted to the standards required by the JCQ.
• To support the wider team during the formal exam periods and invigilate if necessary.

MAIN ACTIVITIES – ATTENDANCE

• To make contact with parents on a ‘first day call’ system to check absence, prioritising the most vulnerable students
• To make contact with the parents of students with outstanding unexplained absences
• To collate and enter absence information into SIMS, ensuring that the correct coding is used in accordance with DFE guidance
• To update and maintain the attendance monitoring spreadsheet (RAG) for the relevant year groups
• To make contact with parents of students whose absences have triggered intervention in accordance with the school’s escalation process
• To meet with students who have been absent to identify any support they may need to improve their attendance and make referrals to relevant colleagues to put this in place.
• To meet with Deputy Heads of Year on a regular basis to discuss student attendance and facilitate any necessary interventions in line with the Attendance Escalation Process
• To meet regularly with the MAT Attendance Officer to pass on new referrals for legal intervention and to receive feedback and updates on current referrals.
• To maintain a central list of all students that are referred to the MAT Attendance Officer
• To oversee the sending of letters to parents with regards to attendance
• To respond to attendance related queries from external agencies
• To be responsible for the off rolling of student leavers, ensuring that all statutory requirements are met.
• To be responsible for the enrolment of in-year new joiners onto SIMS.
• To be responsible for the transfer of all CTF files for both incoming and exiting students
• To maintain a record of missing Form and lesson registers.
• To ensure all relevant data information is shared with the local Authority, assisting the Data & Attendance Officer with borough returns as necessary (PAM forms)
• To visit student homes to discuss attendance, establish reasons for non-attendance or deliver work.
• To work within the wider attendance team to cover the attendance responsibilities of the Data & Attendance Officer and other Attendance Managers during any absence.

Safeguarding

All staff are responsible for promoting and safeguarding the welfare of students by always ensuring compliance with the school’s Safeguarding and Child Protection Policy. All staff must report any actual or potential risks to the safety or welfare of students to the Designated Safeguarding Lead. This document summarises the main responsibilities of the post. All staff are required to undertake whatever else may reasonably be requested by the Principal in support of the Aims of the School. Job Descriptions are subject to annual review.

Review Arrangements -  

The details contained in this job description reflect the content of the job at the date it was prepared. It should be remembered, however, that over time the nature of individual jobs will change, existing duties may no longer be required and other duties may be gained without changing the general nature of the duties or the level of the responsibility entailed. Consequently, the school will expect to revise the job description from time to time and will consult with the post holder at the appropriate time.

Conditions of Employment

• The above responsibilities are subject to the general duties and responsibilities contained in the written statement of conditions of employment 
• The post holder is required to support and encourage the school’s ethos, and its objectives, policies and procedures as agreed by the governing body
• To uphold the school’s policy in respect of child protection matters
• Will be subject to the National Agreement on Pay and Conditions of Service, supplemented by local conditions as appropriate and all relevant statutory and institutional requirements
• The post holder may be required to perform any other reasonable tasks after consultation
• This Job Description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so constructed
• This Job Description is not necessarily a comprehensive definition of the post. It may be subject to modification at any time after consultation with the post holder