Job Description
Job Title: Sixth Form Administration & Attendance Officer
Salary range: Scale 6 and spinal point 18 - 22 (£29,438 - £31,533) Inc. London weighting (Pro rata £27,626 - £29,593 Inc. London Weighting)
Contract: Permanent
Hours of work: 36 hours per week Working weeks: 42 weeks
Location: Alperton, London
Job Description Sixth Form Administration & Attendance Officer:
The Role: To provide excellent administrative support for the day-to-day operation of the Sixth Form, including supporting the Head of Sixth Form, tutors, pastoral leaders, teachers and SLT in raising standards of teaching and learning. To provide administrative support to the Head of Sixth form and KS5 Pastoral Leader and ensure a welcoming and supportive service for students.
- To actively promote the school and liaise with outside agencies as necessary, representing the school as appropriate.
- To maintain a presence around the Sixth Form to ensure that the highest standards of behaviour and site usage are upheld.
- To communicate and liaise with staff, students, parents, governors and members of the local community as appropriate.
- To be active in issues of staff and student welfare and support.
- To comply with and assist in the development of policies and procedures in relation to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
- To provide administrative support with Sixth Form extracurricular/enrichment provision.
- To act as a First Aider [Training will be provided]
- To undertake training and development relevant to the post and in line with the school’s priorities.
- To undertake any other professional duties as set down in the Schools pay and conditions of service document, and as directed by the Head Teacher.
- To demonstrate a commitment to Equality of Opportunity for all members of the school’s community.
Duties
Attendance
1. Daily AM and PM Attendance & Punctuality Monitoring using both the MIS and Inventory Systems.
2. Produce half termly and termly attendance and punctuality reports using MIS system for Senior Leaders and Sixth Form Pastoral Team including Sixth Form Tutors.
3. Liaise with tutors, parents and the Pastoral Manager using monitoring processes to track, evaluate and identify patterns of absences to inform appropriate next step actions with an aim to support improvements in attendance and punctuality.
4. Liaise with parents/carers and appropriate internal and external teams regarding children with lateness and attendance / punctuality concerns, including sending daily absence text alerts, letters and calling parents / carers to verify unauthorised absences.
5. Organising parental meetings between Pastoral Manager, Head of Sixth Form and parents / Carers where students are identified as persistently absent
6. Support the pastoral manager, Head of Sixth Form and other stakeholders with measures to improve student attendance and punctuality. This includes supervising detentions at Key Stage 5 and working with the student supervisor each morning to log student lateness
7. Keep records of students' exceptional leave requests relating to Academic and Non Academic Pursuits, following up with students where these are not received.
8. Work closely with the Head of Sixth Form on reviewing and updating Attendance Policies for the Sixth Form
9. Maintain accurate attendance records of all Sixth Form related events in school and out of school, inputting this data into the MIS System as soon as possible.
10. Follow up with staff where attendance registers / records are missing or inaccurate. Flagging safeguarding concerns to a school safeguarding officer where appropriate.
11. Support the Sixth Form PM and Head of Sixth Form with urgent follow ups when students are absent from or delayed to exams.
12. Check Daily cover each morning and ensure accurate registers are taken for any Sixth Form related events not covered e.g. tutor time, lessons or other events.
13. Making calls to follow up with and log student attendance when students are at work experience
Admissions
14. Support the admissions process for Sixth Form and ensure a fully coordinated process is operated by:
a) Evaluating internal and external student applications based on admissions criteria, collating student references and organising student recruitment meetings with the Sixth Form Pastoral Manager and / or Head of Sixth Form.
b) Working closely with the Head of Sixth Form to create student admissions acceptance letters and invitations to Sixth Form recruitment events including the Sixth Form Taster Event
c) All administration related to the Sixth Form Open Evening event, including leading on admission tours for prospective students where necessary
d) All administration related to the Sixth Form Taster Event, including creating student timetables using subject options and resolving clashes and organising student photo IDs e) Working closely with the data team to ensure correct CTFs and paperwork required to enrol students has been collected in a timely manner ahead of September each year
f) Overseeing student enrolment on GCSE Results Day and supporting and following up where necessary to ensure students successfully complete the enrolment process
g) Communicating effectively with all applicants, offer holders and those who do not receive offers.
h) Entering student options to the MIS system, problem solving clashes and quality checking student timetables i) Completing the student enrolment process by issuing student ID cards and supporting with timetable and subject queries post enrolment
j) Reviewing Subject Numbers on the MIS system and balancing class sizes
k) Generating Recruitment and Retention information for the Head of Sixth Form and balancing subject numbers across classes of the same subject
l) Support the Pastoral Manager and Careers team in collecting all Year 11 recruitment information for Prospects and Internal follow up processes.
m) Processing Y11, Y12 and Y13 leavers applications and updating leavers destination information to the MIS System to ensure the process of admissions is completed with destination information for internal and external reporting, (following all safeguarding protocols throughout the process).
Administration
15. Processing leavers’ applications by collating reasons for leaving, evidence for Prospects and updating this information on the MIS.
16. Maintain an organised and up to date student school records systems including student files for internal and externally recruited candidates.
17. Generate student letters of identification and student status for Universities, Employers and Government Agencies as and when required.
18. Undertake all duties associated with the transfer of sixth form students to other schools and institutions.
19. Support with administration of all Sixth form Events throughout the year including Parents Evenings for Year 12 and Year 13, Celebration Events (Results Days, prom, assemblies, trips) and Sixth form recruitment events [Open Evening, Enrolment, Taster Week]
20. Manage Bursary Administration for Year 12 and 13 students including data entry, cross checking attendance and need data against monies being paid to students. Working closely with the school finance team to budget and ensure termly payments are made.
21. Manage the Sixth Form ChromeBook Provision for students in Year 12 - 13
22. Ensuring sixth form areas [study room and offices] remain fully resourced and generating purchase orders as and when required to help maintain this throughout the year.
23. Provide general administrative office duties including those requiring the use of Microsoft Programmes and Google Drive Programmes.
24. Regularly review the sixth form area of the school website and highlight any out of date materials.
25. Maintain orderly office and stationary storage spaces throughout the Sixth Form
26. Oversee the Year 13 study spaces in the Sixth Form area and ensure a quiet studious atmosphere
27. Support the Sixth Form Pastoral Manager with exam start and end procedures for all public and internal examinations.
28. Regularly updating student timetables to reflect changes in learning aims that might take place throughout the year, including changes to study periods and the addition of extra learning hours as directed by the Head of Sixth Form
29. Administer and oversee the Flexi Study Pass Provision throughout the year
30. All administration related to the 16-19 tuition fund programme including personalising student timetables to access the additional tuition.
31. Archiving all Y12 and Y13 leaver files at the end of each academic year
32. Reviewing and organising all digital files at the end of each academic year to maintain an orderly online folder system for the Sixth form
33. Contributing to updates made to Sixth Form procedures and policies
34. Managing the Y11 ID photos alongside the IT and Library team.
Other duties
35. Support with Pastoral and Academic Mentor duties in the absence of those staff members and when times get super busy
36. Stepping in to complete duties in the absence of the pastoral manager
37. Stepping in to complete duties in the absence of the reprographics team
38. Stepping in to complete duties in the absence of the Academic Mentor
39. Supporting with contacting Alumni Sixth Form students for Sixth Form related events
40. Creating school related opportunities for student volunteers to gain work experience and contribute to the whole school
41. Set Up and oversee student societies in Year 12
42. Attend all Parents Evening events including Academic Review Week to speak with parents
Closing Date: 19 February 2023 (23:59)
Assessment & Interview Date: w/c 27 February 2023
To apply, please visit our vacancies page.
Applicants who have applied for this post in the last 6 months need not apply.
Supplementary Information:
We are committed to safer recruitment and safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We are an inclusive community school and encourage applications from all sections of the community.
Successful candidate(s) will be required to undertake an Enhanced and Barred Disclosure and Barring Service (DBS) check.
Please note CVs will not be considered as part of your application for this position.
Only successful candidates will be notified. If you do not hear from us within 14 days of the closing date, please assume that you have been unsuccessful on this occasion.
Job Types: Full-time, Fixed term contract
Salary: £29,438.00-£31,533.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
- Referral programme
- Sick pay
- Wellness programme
Schedule:
Ability to commute/relocate:
- Wembley: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Work Location: One location
Application deadline: 19/02/2023
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