Cover/Staff Absence Administrator

Main purpose

To provide an efficient and well-organised system for the administration for cover arrangements and monitoring staff absences at the Academy. The Cover/Staff Absence Administrator is also responsible for keeping the Academy’s cover and absence systems of operations (SIMS/PS People and other shared electronic documents) including the Academy Single Central Register, up-to-date and current in coordination with the HR Department.

Duties and responsibilitie

Organisation

• To provide efficient cover arrangements for any planned or known absence

• Arranging supply cover with the Academy’s preferred Agency Suppliers, as and when required                              

• To notify staff of daily cover arrangements (daily email circular) beyond the initial morning list circulated at approx. 8am

• To coordinate teacher cover work for the internal Cover Supervisors

• To sign daily cover personnel timesheets, purchase orders and invoices for the Finance Department’s administration of cover arrangements

• Supporting the HR Department with the administration of personnel files.

Administration

• In coordination with the HR Department, administer and provide active support in maintaining the Academy’s Single Central Register and its supporting evidence records

• Manage manual and computer based record/information systems

• Analyse and evaluate data/information and produce reports/information/data as required

• Provide administrative and organisational support to other staff as required

• Record accurate records of staff absences in coordination with the HR Department systems and processes

• Report on staff absences as required

• Pro-actively notify Academy management of staff absences above the usual trigger days for absence management

• Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times 

• Assist the HR Department with the administration of  collating documentation, medical clearance and DBS checks as required

• Ensure the office is kept tidy, organised and in good order at all times, making sure there are sufficient office resources available.

Responsibilities

• Be committed to the safeguarding and promotion of the welfare of children and young people

• Comply with the policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, equal opportunities, reporting all concerns to an appropriate person

• Take appropriate action to identify, evaluate and minimise any risks to health, safety and security in the school working environment

• Contribute to the overall ethos/work/aims of the school

• Establish constructive relationships and communication with all staff and other agencies/professionals

• Recognise one’s own strengths and areas of expertise and use these to advise and support others

• Participate in training and other learning activities and performance development as required

• Contribute to an effective office team that delivers and meets the needs of the school

• Ensure that all staff create a professional and welcoming reception for all visitors and parents and all visitor checks and health and safety processes are in place to monitor entry in and out of the building.

Confidentiality

• The need for absolute confidentiality and discretion, both within the Academy and the wider community, must be understood. Please also refer your contract of employment for your contracted obligations with respect to confidentiality.

Please note that this list of duties is illustrative of the general nature and level of responsibility of the role.  It is not a comprehensive list of all tasks that will be carried out.  The post holder may be required to do other duties appropriate to the level of the role, as directed by the Line Manager, CFO or Headteacher.