Send Administrator

Role Profile

SEND Administrator

Role Summary: The SEND Administrator’s role is to support the Head of SEND and the
Deputy Head of SEND with all the administration associated with their roles. This role actively supports the smooth running of the Annual
Review process. The SEND Administrator will support and develop SEND related administration and processes across the school, including using
Provision Map for EHCP management. A key element of the role will be to carefully review and quality assure all AR documents and highlight any changes to the SEND leadership team. The SEND Administrator will be a key part of the SEND team which includes the Head of SEND, Deputy
Head of SEND and Admissions officer.

Site: Undershaw main site and the Arts and Media Centre

Annual Salary: Band 5 £24,977-£26,886 (actual £21,998-£23,680 pro rata)

Hours: Mon, Tues & Thurs 0830-1630; Wed 0830-1730; Fri 0830-1530. Term time only.

Terms: Permanent (6 months probationary period)

Responsible to: Head of SEND

Annual Review (AR) Process:

- Preparation and circulation of Annual Review documentation prior to AR for all students on roll.
- Co-ordinate Annual Review meetings, communicating with all attendees, booking rooms, organising Teams links etc.
- Ensuring that all documentation and professional reports are received and distributed in accordance with statutory timescales.
- Attendance and recording of AR meeting discussions and agreed actions at AR meetings as appropriate.
- Timely preparation and circulation of Annual Review Reports to key stakeholders following the AR (including LAs, school staff and families).
- Administration and development of the Annual Review process, including scheduling, information sharing, documentation and stakeholder management.
- Pre-reading of all Annual Review information and highlighting key areas to Head of

SEND/Deputy of SEND.
- Monitoring deadlines in accordance with the SEND Code of Practice.

Provision Map:

- To be the key administrator for the Provision Map (PM) software.
- To manage the input of information held on the Provision Map and other monitoring systems to ensure that it is accurate and complies with any legal or data protection policies.
- To ensure thorough and up to date knowledge of Provision Map and its functions by completing regular training.
- To assist with staff training and offer staff support with using Provision Map when needed.
- To ensure that all student records in Provision Map are accurate and up to date.
- To ensure that all updated EHCPs for each student are quality checked and updated within

Provision Map when received and to ensure that all staff are alerted to new EHCPs and any changes.
- To support the Deputy Head of SEND in monitoring completion of PM reviews by staff.
- To support with embedding and developing the ways in which we use Provision Map across the school.

Part of the SEND Team:

- To provide high quality administrative support to the Head of SEND and Deputy Head of

SEND.
- To work collaboratively with the Admissions Officer to ensure that all files for new students

(including in-year transfers) are received in a timely manner and uploaded into ProvisionMap / Teams as appropriate.
- To work with the Head of SEND and the Exams officer to support with the administration of

Special Examination Access Arrangement Applications
- To support the Head of SEND in processing any SEND related referrals from staff, such as

Therapy referrals.
- To support the SEND team with the administration of timetables and schedules as required, for example, for Therapy provision.
- To be the first point of contact for all initial SEND related queries in order to triage these for the SEND Team to SEN leadership.
- Work collaboratively with the SEND Team, including admissions, to ensure SEND processes are followed.

Record keeping and SEND data management:

- To assist with the maintaining of student recording systems for students with SEND, ensuring paper based and computerised systems are utilised in accordance with the schools policies and practices.
- To keep through records of communication between the school and the local authority.
- Preparation of student files for transfer (including SEND).
- To generate SEND information from our school database (SIMS) and other monitoring systems as required by the Head of SEND.
- To assist in updating provision plans.
- Collation of Information for production of SEND Reports, using Provision Map and SIMS where applicable.
- Minute taking and/or collation of actions arising from SEND meetings.

Other responsibilities
- Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
- To have due regard for data protection, confidentiality and health and safety policies
- Contribute to the overall ethos/work/aims of the school.
- Participate in training and other learning activiti