Mission Statement

St James’ Catholic High School aims to promote a Christ-centred, caring environment where individuals develop their full potential and achievement is celebrated

J O B D E S C R I P T I O N

POST DETAILSPOST TITLEGRADE
Attendance Officer/Admin officer Scale 3
Hours: 37 (Term-Time Only)
POST REPORTS TO:
Assistant Head Pastoral/Headteacher
POST RESPONSIBLE FOR:
The post holder has no line management responsibility for other personnel.
MAIN PURPOSE OF THE JOB:
To work with pupils, parents, school staff and outside agencies to ensure the attendance of pupils across the school. To undertake administration tasks for the pastoral team and Business support team.
SUMMARY OF RESPONSIBILITIES AND PERSONAL DUTIES:
KEY AREAS
Administration
  1. To monitor and ensure the administration of the SIMS attendance module.
  2. Maintenance of a telephone log of parents contacting school re. student absence, notifying appropriate colleagues and updating registers as appropriate.
  3. Notification to parents of absent students on a daily basis using an appropriate text messaging service or direct telephone contact with named cohorts of pupils and discuss reasons for absence with parents and young people at school and updating the register/absence report as appropriate.
  4. Make referrals to SFYP to help parents/carers support children. Work effectively with SFYP to provide pupil information.
  5. Monitoring and ensuring correct attendance codes are entered in class registers on SIMS.
  6. Communicate clearly to parents/carers the attendance procedures and expectations of the school.
  7. Assist with enquiries on school attendance issues as appropriate and attend relevant attendance meetings at authority level.
  8. Record and report back outcomes of all meetings Pastoral Leadership team (PLT). To chair fortnightly ‘attendance’ meetings with appropriate Head of Year.
  9. Liaise closely and communicate clearly with appropriate members of staff and other agencies for the sharing and gathering of information, this may be confidential or of a delicate nature.
  10. To contribute in compiling LA “Improving School Attendance Action Plan” and ensuring targets are completed.
  11. Exercising good, sound judgement in all communications.
  12. Implement procedures and initiatives relating to the attendance of young people at school.
  13. Complete appropriate documents and prepare letters regarding attendance.
  14. Provision of statistics with reference to attendance and punctuality and producing these in a form for various audiences including electronic display and provide termly reports for Headteacher and governors, half termly for Head of Year meetings/Assistant Heads using the Discover programme and Keep kids safe or appropriate communication system.
  15. Maintenance of student records both electronic and paper based including transition (ctf files)
  16. Minuting appropriate meetings and publishing same.
  17. To undertake general administration duties as required, including supporting Business support team and assisting Receptionist including answering the telephone.
  18. Provide emergency first aid when required
  19. To maintain school census – 3 times a year
  20. To maintain the diary for the Headteacher’s detentions
  21. To have an involvement in other associated duties as discussed with the Headteacher.
General Duties:
  1. To act in accordance with provisions of the School Staff Code of Conduct.
  1. To uphold the Catholic Ethos of the school.
  1. To abide by the School Data Protection Policy.
  1. To use information technology systems as required, in compliance with the School IT Policy.
  1. To carry out the responsibilities of the post with due regard to all or any of the School equality and diversity policies.
  1. To operate in accordance with Health and Safety Legislation, this specifies that all employees have a duty to work safely and not to put others at risk.
  1. To take part in performance management and undertake/participate in training as appropriate.
  1. To comply with and follow all other school policies and procedures in force and also with the conditions of service stipulated within the contract of employment.
  1. To have an involvement in other associated duties as discussed and agreed with the Headteacher.