Sixth Form Administrator / Team Leader

Job Purpose

To support teaching and learning by providing high quality management and administrative support as part of a committed and flexible team. 

Main duties

• Administration

• Be responsible for the administration, input and accuracy of data into the student database (SIMS) with personal responsibility for Sixth Form data.

• Administer student applications to join the Sixth Form, including arranging interviews, tours of the school, reference requests etc using Applica software to manage applications

• Play a key role in Sixth Form Registration Days, completion of on-line registration forms and production of student timetables

• Assist with the planning and organisation of key Sixth Form events throughout the year, for example: Introduction to Sixth Form Conference, Awards Evening, Open Evening, Year 13 Ball etc

• Support the administration of UCAS applications 

• Be responsible for the collection and input of Key Stage 4 and 5 data from students or parents via the parental engagement app, Edulink. 

• Contribute to the work of the school’s Timetable Team during the summer months to provide timetables, staff lists and other key information for staff and students at the start of each academic year.

• Be responsible for ensuring the accuracy of student data for the school censuses, in particular academic data relating to Sixth Form students

• Provide training to administrative staff on the SIMS database and associated software such as In-touch (email communication with parents, staff and students)

• Ensure that all students with medical needs are identified and the appropriate paperwork completed by the parents and recorded on SIMS.

• Manage the safe storage of and administration of student medication, maintain medical records and inform parents as required.

• Work closely with the School Health Nurse to support students with particular conditions such as, but not exclusively, asthma, diabetes and anaphylaxis.

• Organise and administer any vaccination/immunisation programmes to support the School Health Service

• Be fully trained in First Aid and the administration of adrenalin and asthma inhalers. 

• During school holidays, receive incoming e-mails and telephone calls to the school and forward to relevant staff members or deal with as appropriate.

• Be responsible for overseeing the day to day workload of the Upper School Office Team, planning ahead, identifying priorities and deadlines, arranging cover and keeping the School Manager informed.

• Produce notices, letters, reports etc and distribute to students, parents/carers and staff.

• Student and Visitor Reception

• Lead, manage and motivate a small team of administrative staff to provide reception and administrative services to students, staff and visitors.

• Ensure the effective operation of the school reception/office, so that all visitors, staff and students are greeted in a friendly and appropriate manner, their enquiries are dealt with promptly and they are directed to the appropriate person/location.

• Ensure that student behaviour is in line with school expectation and be prepared to use the school’s Behaviour Management Policy if necessary.

• Manage the administrative procedures for recording visitors, ensuring that staff and visitors comply with safeguarding procedures.

• Provide First Aid/care for sick students, visitors and staff which meets legislative requirements and which promotes welfare.

• Keep accurate records of treatment/advice given and ensure that parents/carers are informed as appropriate.

• Ensure that the reception/office areas are well presented, welcoming and reflect the school’s high standards.

• Staff Management

Be responsible for day to day leadership and management of the office team including their Appraisal and Continuing Professional Development.

• Ensure that there are recorded procedures in place for all key administrative duties and that these are monitored and reviewed regularly. Make any recommendations as necessary to improve the efficient and cost-effective management of the school office.

• Provide as required and as appropriate, cover for the work of other members of the office team according to workload pressures and/or in their absence and ensure appropriate overlap of duties and skills to cover absence and periods of intense workload.

All staff employed by Lord Williams’s School are expected to work within the following policies and procedures and staff must:

Safeguarding

• Ensure that all School child protection and safeguarding policies are adhered to and that any concerns are raised in accordance with these policies.

Health and Safety

• Take reasonable care of their own Health, Safety and Welfare and that of others who may be affected by what they do or do not do

• Be familiar with emergency and First Aid procedures

• Cooperate with all issues involving Health, Safety and Welfare

• Use correctly any work items provided and in accordance with training, instructions and policies.

• Not interfere with or misuse anything provided for protection of Health, Safety or Welfare

• Report any Health, Safety or Welfare concerns to their  line managers as soon as is practicable

• Ensure tasks are completed in a safe manner

• Adhere to the School’s Information Communication Technology (ICT) and Health Safety and Welfare Safety policies

Security and Data Protection

• Work within the confines of the General Data Protection Regulation (GDPR) and to take appropriate measures to ensure the security and confidentiality of data in accordance with the school’s GDPR Handbook and Acceptable Use Policies. Staff are expected to attend regular training in this area.

Other Duties:

• Attend an annual Appraisal Interview, School and Departmental meetings and training or INSET sessions as directed by the School Manager.

• Undertake any other reasonable tasks

Reporting Lines:

This post reports directly to the School Manager

This post has responsibility for the management of four other staff and occasionally for casual staff.