Administration Assistant

4 weeks ago

Taunton, United Kingdom Heathfield Community School Full time

**Job title**:Administration Assistant - Attendance

**Salary**:Grade 14

**Hours**: Part-time (Thursday and Friday)

**Contract type**: Permanent

**Reporting to**:Attendance Officer

**Responsible for**:
**Main purpose**

This person, under the direction of the Attendance Office, will provide general administrative and clerical support to the school. At all times, the post holder will be expected to work collaboratively with relevant colleagues to fulfil the requirements of the role and contribute positively to the effective running of the administration function within the department.

Ø To support the vision and strategic direction of Heathfield by providing outstanding administrative support regarding school attendance.

Ø To ensure that registers for all year groups are completed correctly and in line with school policies

Ø To ensure that pupils are fully accounted for when in and out of school with correct coding applied

Ø Help promote good working practices for recording school attendance in line with school policies.

**Duties and responsibilities**

**Resource Management**
- Ensure that school registers provide an accurate reflection of pupil attendance.
- Send text messages to parents/carers for pupils who have not been accounted for by 9.30am.
- Follow up with parents/carers by telephone regarding students who do not have a reason for absence.
- Maintain a file for medical letters and code pupils accordingly.
- Check students who do not have a mark in each lesson - following up with staff and parents as necessary where whereabouts of pupil are not established.
- Check for missing registers for each lesson, maintaining a record of missing registers. Provide data on missing registers for SLT.
- Contact parents or pupils who are known to be truanting (should this be the attendance team or pastoral).
- Check registers for the Space provision.
- Check registers for Cedar Centre provision.
- Ensure that Pupils with N mark are accounted for and the correct coding has been applied.
- Check missing marks at the end of each school day and follow up with staff accordingly to provide the right coding.
- Maintain and track record of pupils on Fixed Term Exclusion ensuring correct coding is applied.
- Undertake routine administrative tasks, including generating letters, preparing reports, taking meeting notes, data entry, mail merges, printing, photocopying and filing as required.
- Assist with the organisation and administration of key academy activities.
- Accurately take information and/or queries and identify the relevant staff member to forward onto for resolution.
- Maintain computerised records and management information systems. Produce lists, reports and data as required.
- Maintain stocks and supplies as needed.
- Undertake first aid duties and provide assistance as necessary and as trained (where there is a requirement to be first aid trained).

**Relationships**
- Maintain effective working relationships with your line manager and team members to ensure an efficient administrative provision.
- Establish and maintain productive working relationships with staff.
- Work closely with staff associated with any specialist area the post holder may be affiliated with. Ensure administrative tasks are completed as instructed, to deadline and to a high standard.
- Communicate effectively and professionally with parents, students, the general public and external bodies in person, writing, electronically and by telephone.
- Receive and welcome visitors in a professional manner as needed, and ensure any meetings are well supported, for example arranging rooms, refreshments or presentation/ IT equipment as required.
- Form positive and professional relationships with students. Communicate effectively and act with empathy, compassion and respond sensitively to welfare and first aid related issues.
- Adopt an appropriate communication style depending on the nature of the communication e.g., a volatile situation, an upset student etc.
- Ensure all written and electronic data entry, reports, records, letters and other documentation are completed in an accurate, comprehensive and timely manner.

**People Management**
- Provide advice and guidance to staff and students regarding the use of office equipment and administrative services available.
- Assist and support new or less experienced staff regarding administrative duties, procedures and systems.
- Where a student supports reception, ensure they receive clear instructions and are supported in their duties.

**General Duties**
- Fulfil First Aid duties as required (if qualified to do so).
- Manage pupil runners in supporting attendance matters providing guidance on the requirements of the role.
- Liaise with teaching staff, Pastoral support officers, SLT, Pastoral Year leads regarding attendance issues.
- Liaise with Attendance Officer regarding pupils who have been off for 5 days or more for follow up enquires by the Attendance Officer.
- Fulfil any other re

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