Temporary Sixth Form Administrator

**Devonport High School for Girls**

**Temporary Sixth Form Administrator**

**Post Title**: Temporary Sixth Form Administrator

**Grade**: Grade C, Point 5

**Hours/weeks per annum**: 30 hours per week, 40 weeks per annum

**Hours of work**: Monday 8.00am - 5.00pm, Tuesday and Thursday 8.00am - 4.00pm and

Friday 8.00am - 3.00pm. (Hours/days can be negotiated)

**Responsible to**:Office Manager / PA to Head Teacher/ Head of Sixth Form

**Job Purpose**:To provide a high level of administrative support to the Head of

Sixth Form and other senior members of staff at the school; to undertake administrative processes in connection with admissions, attendance, organising trips and events.

**DUTIES AND RESPONSIBILITIES**:
**SIXTH FORM SUPPORT**:
**Organisation**
- To undertake administrative processes in connection with events for Sixth Form students and outside trips
- To ensure that all UCAS reports have been processed by given deadlines
- To operate the Bursary Scheme to ensure that eligible students receive payments on time
- To be responsible for the security of confidential files which should be archived annually
- To ensure that the Sixth Form Centre is always clear and tidy
- To ensure that Sixth Form students behave in an appropriate manner whilst in the Sixth Form

Centre (e.g. no eating or drinking within the Study Area)

**Administration**
- To take and pass on accurate messages, timed and dated
- To enter new students onto the school’s database
- To ensure that students are allocated to correct courses and check that set sizes are accurate
- To operate the Attendance Module in respect of Sixth Form students
- To meet with students to discuss unexplained absences, referring them to the Head or Assistant

Head of Sixth Form if the absence is of a complex and/or personal nature
- To produce attendance reports for senior members of staff as required
- To maintain manual and computerised records/management information systems
- To undertake typing, word processing and other IT-based tasks
- To be responsible for the timely and accurate submission of UCAS reports
- To undertake administrative procedures relating to Sixth Form events at the school and organised trips
- To contact parents/carers and external agencies concerning confidential matters relating to Sixth

Form students

**Resources**
- To operate office equipment e.g. photocopier, computer and franking machine
- To ensure that resources are kept up-to-date and tidy in the Sixth Form Centre e.g. forms for completion by students and student noticeboards in the Study and Social Areas

**MAIN SCHOOL OFFICE SUPPORT**:
**Organisation**
- To undertake reception duties such as routine telephone calls, face-to-face enquiries and signing-in visitors
- To ensure that the reception and office area is tidy and welcoming and that there is an adequate supply of forms for students
- To assist with student first aid/welfare duties, looking after sick pupils, administering medication and liaising with staff and parents/carers
- To help students who have missed their transport after school to get home safely

**Administration**
- To take and pass on accurate messages, timed and dated
- To maintain manual and computerised records/management information systems
- To undertake typing, word processing and other IT-based tasks
- To receive, date stamp, sort and distribute mail
- To undertake administrative procedures under the direction of the Office Manager
- To contact parents/carers by telephone to chase up consent forms and Parents’ Evening bookings

**Resources**
- To operate office equipment e.g. photocopier, computer and franking machine

**FOR BOTH ROLES**:
**Responsibilities**
- To 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 be aware of and support difference and ensure equal opportunities for all
- To contribute to the overall ethos, work and aims of the school
- To appreciate and support the roles of other professionals
- To participate in the school’s support staff appraisal scheme and to attend and participate in relevant meetings and training as required
- To undertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this job. Reasonable adjustment will be considered as required by the Disability Discrimination Act

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from a manager/leader to undertake work of a similar level that is not specified in this Job Description. Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors.

The school is committed to safeguarding and promoting the welfare o