Inclusion Admin Assistant

3 weeks ago

Gainsborough, United Kingdom Tall Oaks Academy Trust Full time

**TALL OAKS ACADEMY TRUST**

**Inclusion Administration Support Assistant**

**REPORTS TO**:
Attendance and Healthcare Officer / Safeguarding and Welfare Officer / Inclusion Leader /
Head of School / Executive Headteacher

**HOURS OF WORK**:
37 hours per week, 39 weeks per year Monday - Friday during term time
Holidays to be taken outside the normal Trust Term Dates (i.e. during school holiday periods)
Starting salary **Grade 3**

**1. PURPOSE OF JOB**:
To provide administrative support to the Inclusion Team; including correspondence to parents, outside agencies, preparing relevant documents for meetings and scheduling appointments.

The post will be based across all Trust sites.

**2. MAIN RESPONSIBILITIES, TASKS AND DUTIES**

**1. General i. **To liaise with parents regarding pupils’ sickness/injury

**ii. **To be a point of contact for both telephone and face to face enquiries and take
messages where appropriate.

**iii. **To provide general clerical support as required.

**iv. **To undertake filing, scanning and photocopying of safeguarding, attendance
and SEND information both paper copies and electronically.

**v. **To undertake word processing as required.

**vi. **Liaising and managing online diaries for the Inclusion Team.

**vii. **Attend and minute meetings e.g. TAC, CIN across the Trust (and where
relevant, telephone conversations) with parents/carers

**viii. **To compile routine reports for the Executive Leadership Team, Inclusion Team,
Local Governing Bodies and the Board of Trustees.

**ix. **Ensure CPOMS and Arbor are updated with new pupil information such as
photographs and removing and children that have left the Trust.

**x. **Collate attendance, safeguarding and SEND information for children who
transfer to a new setting either mid-year or at the end of an academic year.

**xi. **To ensure the meeting room is booked and manage meeting room diaries.

**xii. **To adhere to Trust policies and procedures at all times, including Health and
Safety, Confidentiality and Safeguarding.

**xiii. **Maintain a high level of confidentiality for all record keeping and meetings.

**Attendance/Healthcare**

**i. **Ensure the Trust systems for identifying and improving persistent absenteeism
are correctly followed.

**ii. **Assist with the production of attendance action plans, in accordance with
Trust and School Development Plans, to improve attendance and meet
attendance targets.

**iii. **To undertake home visits when required.

**iv. **To complete response letters for absence requests/FPN warning letters.

**v. **To liaise with parents of children with a medical need to draw up healthcare
plans. To share healthcare plans and work alongside the Attendance and
Healthcare Officer to update them as and when healthcare needs to change.

**vi. **Maintain registers of children with healthcare needs.

**v. **Communicate clearly to parents/carers the attendance procedures and
expectations of the school.

**vi. **Collect and analyse data to enable identification and tracking of pupil
attendance.

**vii. **Monitor and track whole school attendance and punctuality and to send out
letters where appropriate.

**Safeguarding and Welfare i. **To support the effective transfer of pupil’s information for ‘at risk’ within the
Trust and across the Trust.

**ii. **To secure positive family support and involvement with families/carers of
pupils receiving support as and when required.

**iii. **To join networking and training opportunities with Safeguarding and Welfare

Officers i.e. TAC forums if relevant.

**3. MANAGEMENT OF PEOPLE**

No direct line management responsibilities but is required to occasionally demonstrate duties, give advice and guidance to employees, students or trainees.

**4. CREATIVITY AND INNOVATION**

Work is straightforward and carried out with supervision with little opportunity for creativity.

**5. CONTACTS AND RELATIONSHIPS**

Day to day contact with parents/carers, staff and external bodies on specific and routine matters which may be contentious. Occasional home visits may be required.

**6. DECISIONS**
a) Work is carried out within clearly defined policies and procedures and in accordance with National Data Protection Laws, Legislation, Child Protection,
Safeguarding and Behaviour Management. Advice can be sought from Line
Manager if required. b) Impact on school administrative processes which is likely to be easily identified and remedied.

**7. RESOURCES**

General office equipment needed to carry out tasks, such as laptop/computer.

**8. WORK ENVIRONMENT**
a) **_Work Demands_** - Subjected to conflicting priorities due to curriculum and care needs. b) **_Physical Demands_** - Subjected to considerable physical demands due, for example, height of furniture. c) **_Working Conditions_** - School based and may be required to undertake reasonable duties of a personal nature. d) **_Work Context_** - There is a moderate risk associated with this post regarding emotional, physical and agg

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