Attendance Administrator

•The primary purpose of the job is to ensure all pupils are accounted for and any unexplained absences are followed up.

•Registration updates for AM registration including following up details of pupils not registered and supporting reception staff to ring home if necessary.

• Registration updates for previous day’s PM registration and lesson registration Monday to Saturday.

• To work together with teachers, House staff and the Lower School to register pupils correctly and, following investigation, change any N codes on a daily basis.

• Support staff to help assign pupils ‘out of school’ for events such as sporting fixtures, school trips and other appointments as required.

• Pro-actively check teachers complete their registers on a daily basis.

• Provide weekly and ad hoc reports on registration for the College as required.

• Generating half termly and termly registration reports and other related tasks.

• Assist Assistant Heads in providing and producing data for Governor reports and meetings.

• Respond to alerts from teaching staff.

• Follow up with teachers who have not taken registers. This should be done on a daily basis.

• Support Co-Curricular admin staff with SOCs registers (games and activity registers).

• Support Assistant Head (Total Curriculum) and Head of Co-Curricular Operations and Activities in monitoring registration and following up attendance in this area of school life.

• Track patterns of attendance, pupils with low attendance and school refusers, liaising internally with HMMs and the Safeguarding (DSL) team and escalating to Surrey County Council Inclusion Service, as required.

• Be responsible for checking registers and accuracy of registers for trips and working with staff using Evolve. Check registers are accurate and completed on these trips and following up if not.

• Promoting and safeguarding the welfare of children and young persons for whom you are responsible and with whom you come into contact.

• Observe health and safety procedures and work safely at all times;

• Be responsible for your own continuing self-development, undertaking training as appropriate to the working environment and location, and developments in your role;

• Conduct yourself with professionalism, tact and diplomacy as a representative of Epsom College, in line with school policies and procedures.

• Undertake admin tasks associated with this role and support other departments with administrative tasks as required.

Epsom College is committed to safeguarding and promoting the welfare of children and
young people and expects all staff to share this commitment.

It is envisaged that as the person appointed to the post becomes more familiar with the role and more
adept that they may be required to undertake further tasks as outlined below:

Possible Additional Responsibilities

• The postholder may reasonably be required to perform duties other than those given in the job description for the post, including work with a different department or team. The duties and responsibilities attached to posts may vary from time to time without changing the character of the duties or the level of the responsibility entailed.

• Support Assistant Head (Wellbeing) and Assistant Head (Systems) with Filtering and Monitoring of the school Wi-Fi and monitor internet usage, this will include although not exclusively, producing reports, recording incidents in iSAMS and liaising with HMMs and relevant staff. In addition supporting and liaising with IT weekly and pupils in pupil voice meetings as they occur.

• Provide weekly, half termly and termly reports using Smoothwall or any filtering system used by the College.

• Run, arrange and attend regular meetings (every two weeks) with IT staff and Assistant Head (Wellbeing) and Assistant Head (Systems) regarding Filtering and Monitoring.

• Set up / liaise regularly with Filtering and Monitoring pupil ambassadors.

No job description can fully cover all aspects of the role and consequently the responsibilities are likely to evolve and change over time. This description gives an overall view of the position.

• Excellent organisational and administrative skills;
• Highly IT literate (Outlook, Excel, Word, data entry);
• Excellent written communication skills;
• Energy, enthusiasm and excellent inter-personal skills (the role will involve liaising with key stakeholders including phoning parents, liaising with staff etc);
• Methodical and a keen eye for detail;
• Having an empathetic approach;
• Be a reflective, proactive and adaptive practitioner;
• Able to work as part of a team as well as independently.

Desirable knowledge and skills

• Understanding of iSAMS, SOCS & Evolve;
• Experience of working in an administrative role within an educational environment;
• An appreciation of safeguarding procedures within a school environment;
• An understanding of GDPR principles and maintaining professional confidentiality.

In order to arrive at a decision, the selection panel may enhance any or all of the desirable criteria.

Hours: Term time role

The hours per week will be 45.5 per week term time only including Inset (34 weeks per annum plus Inset days) Monday – Saturday. There could be some flexibility on the hours of working and/or job share arrangement.

Salary

Salary based on the hours detailed above term time only including Inset is up to £25,225 per annum (FTE for the full time post £30,380 per annum), reviewed annually, and paid monthly in arrears on 25th of the month.

Holidays 

The holiday entitlement is 28 days holiday per annum inclusive of bank holidays increasing by 1 day per annum up to a maximum of 33 days per annum inclusive of bank holidays following 5 years continuous service and pro rated for part time/TTO working. Holiday entitlement has been included in the above salary.

Pension 

The College operates the Epsom College Automatic Enrolment Scheme. The Scheme is administered by the Pensions Trust. Eligibility is based on statutory criteria. If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the College will contribute 4% in compliance with current legislation

Life Assurance

Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to the employee;

Health Care Plan

Private health care plan offered to staff subject to qualifying conditions;

Employee assistance programme

This including free counselling service to employees and close family.

School Fee Discount

Generous school fee discount available subject to qualifying conditions;

Dining Facilities and Refreshments

Whilst at work a free meal and refreshments are available when the dining room is open;

Health Fitness and Wellbeing

Free use of Fitness suite and swimming pool are available to staff at certain times;

Cycle to Work

The College offers an interest free cycle to work loan subject to a qualifying conditions.

Parking

Free car parking for staff is available on campus;

Computer Loan

The College offers an interest free computer loan subject to a qualifying conditions.

In compliance with statutory safeguarding regulations, the post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search engines and websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK. Prior to interview, an online search of internet search engines, websites and other publicly available and accessible platforms to ascertain applicant’s suitability to work within a school environment will be undertaken on candidates that have been shortlisted. Please note whilst the Enhanced DBS check will be paid by the College if an overseas police check is required it will be at the cost of the successful applicant 

Applicants are required to complete the Application for Employment Form available from our website www.epsomcollege.org.uk. To comply with safeguarding statutory procedures when working in a school, CVs will not be accepted. Applicants should refer to the Recruitment, Selection and Disclosure and the safeguarding policies on the College website.

Applications will be assessed in order of receipt and interviews and subsequent appointment may occur at any stage after applications are received. Please apply as soon as possible.

Applicants are encouraged to contact Mr Stuart Head, Assistant Head: Systems Stuart.Head@epsomcollege.org.uk for an informal chat/further details.

Closing date for receipt of applications: 9am 11th October 2024