ECHP Annual Review Coordinator/Clerk

Step by Step SchoolWest Sussex

EHCP Annual Review Coordinator/Clerk

Employer: Step by Step School 

Location: Near East Grinstead, East Sussex 

Salary:  Hourly rate negotiable depending on experience 

Contract type: Term Time Only, at least 420 hours a year to be worked flexibly over the year

We have a vacancy for an organised, efficient and professional EHCP Annual Review Coordinator to join our dedicated and supportive team.

The successful candidate will need:

 Excellent communication, organisational, secretarial and administration skills

 Ability to relate to people on many different levels

 Ability to work flexibly to be able to meet deadlines (remote working for part of the role is available)

You will join a supportive staff team where teamwork, flexibility and a positive personality are essential attributes. Come and join the team to help make a difference to the lives of our children and young people.

To apply for this position, please contact Clare Eastwood for an application pack. 

The closing date for applications is 22nd January with interviews scheduled for w/b 1st Feb. 

We look forward to hearing from you.  

Step by Step School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.  An enhanced disclosure will be conducted for the successful applicant.

Primary Responsibility

To provide administrative support for the Education Health Care Plan (EHCP) Annual Reviews for pupils attending Step by Step. To contribute to the overall ethos, work and aims of the school.

Key Responsibilities

Oversee the coordination and administration of the Annual Review process for each pupil including: 

 Liaising with senior leadership team (SLT) to schedule meetings and keeping these up to date, re-arranging if necessary

 Ensuring schedule is entered onto the whole school electronic calendar

 Sending invitations for Annual Review to families and external professionals, including Local Authority representatives 

 Reminding parents/carers & professionals about meetings where necessary (by phone/email/text) 

 Preparing and photocopying copies of advice and EHCPs 

 Distributing copies of advice to professionals and parents/carers 

 Requesting and chasing up advice from other professionals in time for the AR meetings 

 Taking minutes during Annual Review meetings and distributing them as required

 Sending copies of AR reports to parents/carers and professionals within specified time limit following the AR meeting 

 Keeping records of dates of EHCPs and replacing copies in files when new/amended EHCPs are issued

 Filing documents as required

 Ensuring information relating to annual reviews and EHCPs is kept up to date on the school information management system

Compliance with policies and procedures in respect of safeguarding, data protection, health & safety and equal opportunities.

Organising and setting dates for all parent meetings and Annual Reviews at the start of each academic year

Circulating forms to parents to find out availability

To ensure that a high level of confidentiality is maintained in all aspects of work

To be responsible for managing own time appropriately and prioritise tasks accordingly

To manage and protect others’ personal information professionally.


Knowledge, Skills & Training 

 Excellent literacy skills, good level of written English, spelling, grammar etc. 

 GCSE English Language grade ‘C’ or equivalent

 An understanding of special educational needs and/or EHCPs 

 MS Word, formatting editing etc.

 Proof Reading 

 Knowledge of the SEND Code of Practice 

 Planning and organising skills 

 Ability to work on own initiative, under pressure and manage priorities 

Communication and influencing skills 

 Ability to communicate effectively with staff, parents/carers, students and professionals verbally and in writing. 

Initiative and Innovation skills  

 Work within and comply with school policies and procedures relating to child protection, prevent duty, health and safety, security, equal opportunities, behaviour, bullying and discipline  

 Supplementary Information 

 The post will involve working in a busy special school for children and young people with complex learning difficulties and require flexibility in response.

Supporting documents

Step by Step School

West Sussex

Learn moreabout this school