Ehcp & Admin Coordinator

**DYSART SCHOOL**

**JOB DESCRIPTION**

**Title :EHCP & ADMIN CO_ORDINATOR : E20-E25**

**Key Areas of responsibility**:

- To work as part of the administrative team in supporting the school in attaining its aims and objectives by providing the most effective and efficient admin service to the school.
- To provide a comprehensive, confidential administrative service to the school, supporting the development of pupils.

Responsible to the Business & Operations Manager

Important Internal Relationships include:
Students Principal Vice Principal Assistant Principal

Business & Operations Manager Heads of Department Teaching and support staff

Office Staff Governing Body OHCAT Staff Premises Team

Important External Relationships include:
Parents Local Authority Community & local schools

Physio Team Speech & Language Team School Nurse

Transport provider Respite & After school care

Social Services Psychology Service

**Core tasks**:
Education Health Care Plans (EHCPs) & Admissions
- To lead on the overall administration of the EHCP process at Dysart
- To comply with the SEN Code of Practice and the timescales within it.
- To compile, in conjunction with the Head Teacher, a timetable for meetings for all pupils - considering the various requirements of teaching staff, parents, external professionals and other local authorities.
- To arrange interim meetings as necessary.
- To ensure that ‘Settling Reviews’ are booked for all new pupils to Dysart during the Autumn term of their first year, or within their first term at Dysart.
- Maintaining an accurate and up to date spreadsheet showing the agreed progress made by all pupils against their EHCP outcomes on a 5-point scale, including those pupils outside of RBK.
- Where time-limited funding has been secured through the EHCP for an individual funding, ensure that a review is set before this funding lapses.
- To distribute dates and monitor the attendance of all invited parties at review meetings.
- To request and collate all contributions to review reports.
- To collate and distribute all documentation within two weeks prior to the meeting.
- Under SLT direction send letters regarding pupil places to SEN caseworkers and other professionals.
- Assisting with the admissions process including, but not limited to, sending out admission packs to new families of new pupils, arranging visits and liaising with outside agencies and parents.

Secretarial
- To undertake general secretarial duties including typing letters and arranging appointments in liaison with the Head teacher and B&OM.
- As and when necessary complete any PTA related administration tasks as directed by SLT.

Filing
- Organise and maintain a clear and effective filing system.
- To archive records as specified within Records and Retention documentation.

Reception
- To greet visitors at reception in professional and friendly manner in line with the schools ethos and values, providing advice and information when necessary, seeking assistance if needed.
- To be aware of and remain alert to basic security of the building; ensuring that all visitors use the Entry system to sign in and receive the appropriate lanyard in relation to their visit whilst ensuring that confidentiality is maintained in the office area.
- To answer the telephone promptly and politely, taking clear and accurate messages to pass onto the relevant person as soon as practicably possible.
- Ensuring that a tidy, safe and GDPR compliant environment is always maintained.
- To transfer telephone calls promptly and efficiently recording all relating information in the appropriate places.
- To show visitors and prospective parents around the school facilities.

Training can include:

- Attending all whole school INSET days sessions including twilight sessions and other training as requested by SLT.

Miscellaneous can include:

- To work in an organised and efficient manner, ensuring that all documents are filed.
- To receive deliveries to the school; dating and signing delivery notes.
- Reading and being aware of all details in the School Handbook; to understand and follow the principles set out in The Aims of the School and the Code of Conduct.
- Understanding and working in accordance with OHCAT’s Equal Opportunities, Health & Safety, and other relevant policies.
- Undertaking other duties as required by SLT, which are commensurate with the job purpose and grading.
- Covering duties in the absence of the admin assistant.
- Maintaining a professional relationship with other members of the office team.
- Sharing OHCAT’s commitment in safeguarding and promoting the welfare of children and young people.
- Always maintaining confidentiality.
- To operate a tidy desk policy with no more than five personal photo’s/pictures, quotes, or objects on display.
- As an initial point of contact to visitors to the school, ensure that you maintain a professional personal appearance that is consistent with the school’s ethos and values.

Whole-sch