Attendance Administrator

2 weeks ago

Abingdon, United Kingdom St Helen and St Katharine Full time

This is an exciting opportunity for an efficient administrator to join our friendly office team to support the smooth running of the School and maintain the student attendance register.

In this role, you will oversee the completion of the registration process via ISAMs, picking up on any gaps and communicating daily with staff and parents regarding student absence. You will be aware of all the many activities going on in and out of School affecting student attendance e.g. trips, fixtures, illness, interviews and appointments and will communicate with staff and parents to ensure attendance is captured accurately and efficiently.

Based in the main School office, the post-holder will also be a team player, working with the two part-time Receptionists to field queries and support the busy School environment. They will also support the wider School team with administrative tasks and during the School holidays, cover Reception.

All staff share the responsibility for promoting and safeguarding the welfare of the students, in accordance with the School’s Safeguarding policies.

Key Responsibilities:

- To liaise with teaching staff regarding the attendance of students including scheduled absences and school trips and activities to ensure registration records are complete and accurate.
- To make phone calls to parents of identified absent students to ascertain their reason for absence, and doing so sensitively and with discretion, as appropriate.
- To be alert to information and insight which should be reported to the relevant member of the pastoral team to support student wellbeing
- Ensure up-to-date registration details are available in the event of an emergency or practice drill, with responsibility for taking up-to-date form lists to the evacuation assembly point.
- To be aware of the School calendar at all times in relation to attendance.
- To produce monthly registration reports and store relevant attendance documents in accordance with the data retention policy
- To follow registration processes in accordance with ISI compliance guidance
- To liaise with Heads of Section and Head of Junior Department where registration accuracy or attendance levels becomes a concern.
- To attend Open Day in order to register students.
- To support the smooth and efficient running of the School’s main office and Reception and provide a friendly and professional welcome for visitors
- To be responsible for any other task identified by the line manager as falling reasonably within the scope and range of the position.

**The person**:
**Knowledge/experience/qualifications**
- Proven experience in an administrative role.
- Experience of school administration would be an advantage, although not essential.

**Skills/abilities**
- A high level of computer literacy; competent user of the Office 365 suite and online systems
- Excellent interpersonal skills; both in working relationships with students and staff and in communicating with parents, potentially regarding sensitive matters
- Strong administration, telephone and communication skills.
- A high level of attention to detail and accuracy.
- Ability to work methodically and good attention to detail
- Willing to be flexible within the role and happy to adapt to new tasks when necessary.

**Personal attributes**
- High professional standards and personal integrity
- Reliable, with a flexible and helpful approach at all times.
- Intuitive and considerate.
- An appreciation of the need for discretion and confidentiality is essential.
- Calm and positive under pressure
- Able to work independently, work on initiative and demonstrate ownership of task
- A team player with a willingness to work collaboratively with others, share tasks where necessary and maintain positive and supportive working relationships.
- Willingness to take ownership for own continuous personal development, undertaking relevant training as and when appropriate, including mandatory Child Protection Training.
- A commitment to safeguarding our students in line with the School’s Safeguarding policies.

**Salary and benefits**
- This is a permanent full-time post, all year round.
- Standard hours of work are 40 hours per week, Monday to Friday from 8.30am to 5.30pm with a one hour unpaid lunch break.
- Holiday entitlement of 6 weeks, plus all statutory holidays (total of 7.6 weeks). In addition, at the discretion of the school, this role attracts a 20% reduction in working hours during the school holiday periods with no impact on pay.
- The salary range for this post is £26,938 to £29,257. Starting salary will be dependent on qualifications and experience.
- Employees may join a stakeholder pension scheme. The School currently double matches employee contributions with a minimum employee contribution of 3%. The maximum employer contribution is capped at 10% of gross salary. The School also offers a salary sacrifice scheme for pension contributions.
- The school currently operates a cycle to work scheme.
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