Special Support Assistant

Special Support Assistant

Name

Job Title:Data and Admin Support Officer

Grade:APT & C Grade 5 Scale Points 17to21( £16,830 – £19,126 full time equivalent ) – (approx. £14,500 - £16,500 actual salary)

Responsible to:Principal

Associate Principal

Finance Director

Senior Assistant Principal, Data Effectiveness

Daily Operations Manager

Responsible for:None

Hours of duty:37 hours per week term time only ( 39 weeks )

Working times to be negotiated with the Principal

Any Special Conditions: - The Academy has a policy of non smoking throughout the whole site

PURPOSE AND OBJECTS OF THE JOB

The role encompasses the provision of support to all levels of leadership within the Academy in helping to maximize the use of and output from the schools Management Information System (SIMS) plus the provision of administrative support by providing a range of secretarial and clerical services to relevant staff with a focus on our Teaching School activities.

CONTROL OF RESOURCES

Personnel - None

Financial - None

Equipment and Materials

To be responsible for effective use of equipment and materials, including computer software and hardware and other

office equipment within their working environment. To arrange for this to be maintained in satisfactory working

order.

Health/Safety/Welfare

All employees have a responsibility for their own health and safety and that of others when carrying out their duties and must help us to apply our general statement of health and safety policy.

Equal Opportunities

We are committed to achieving equal opportunities in the way we deliver services to the community and in our employment arrangements. We expect all employees to understand and promote this policy in their work.

Safeguarding Commitment

This academy is committed to safeguarding and protecting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Relationships ( Internal and External )

InternalWith all staff at HodgsonAcademy

ExternalWith parents, visitors, representatives from other schools and all community links to the academy

MAIN ACTIVITIESWhat the Post-holder will actually do

PRINCIPAL DUTIES

Provision of administrative support, encompassing a range of secretarial and clerical services to relevant staffwith a focus on our Teaching School activities including:-

  • Word Processing of all correspondence (including confidential correspondence), reports, minutes of meetings etc. as required by the Associate Principal or other designated member of the Leadership Team
  • Preparation of reports and other documentation as required by the DfE and other external agencies including those required in respect of Teaching School activities.
  • Liaison with the DfE and other external agencies to obtain guidance and information as needed by the Associate Principal or other designated staff.
  • To maintain efficient filing systems of relevant academy records
  • Assist in the management of diaries as required by the Associate Principal. Take phone calls and messages as appropriate.
  • Assist in the provision of hospitality to all guests of the academy
  • Support other administrative activities within the academy including the academy reception.

Provide support to all levels of leadership within the academy in maximizing the use of and output from the Schools Management Information System (SIMS), with particular reference to the management of student’s personal data and their classes, sets, timetable, reports and assessment data ensuring that all information contained within SIMS is accurate and constantly up to date.

Working collaboratively with others as necessary this aspect of work will include:-

  • Working with the Senior Assistant Principal (Data Effectiveness) in leading the development of SIMS within school.
  • Taking part in appropriate CPD opportunities relating to the role enabling the academy to further enhance its use of SIMS.net. Helping to ensure that academy staff receive appropriate training and development on the use of SIMS to enable them to carry out their duties efficiently and assist them as necessary with day to day matters.
  • Ensuring that SIMS is operational. Liaising with CAPITA as appropriate to ensure that downtime is kept to an absolute minimum. To liaise with other external support providers to deal with common software related issues relating specifically to this role.
  • Managing the accurate collation of data throughout the year to ensure that computerised records are kept up to date and accurate reports generated. Maintain ‘paper’ data as necessary to assist in the provision of information to staff.
  • Helping to co-ordinate the annual issue and return of data collection sheets to parents and ensuring that changes are made to student records so they remain accurate at all times.
  • Undertaking data checking and cleansing exercises on a regular basis to ensure data remains accurate.
  • Handling the transfer of data between Schools in respect of student transfers, in particular from Primary School to Hodgson Academy at the end of Year 6.
  • Handling the transfer of data between external organisations as necessary including the completion of Local Authority returns plus termly school census returns and similar information as required by the DfE from time to time.
  • Managing the process of ensuring accurate class lists are held within SIMS.
  • Managing the options data within SIMS ensuring accurate option choices and classes are entered for all students.
  • Producing accurate student timetable and set list data from SIMS.net. Maintaining accurate records of key cohorts of students.
  • Managing SIMS end of year procedures.
  • Advising on the design and set up of templates, marksheets and reports for collection of pupil assessment information in SIMS Assessment Manager or other agreed software packages.
  • Assisting in the checking of the completion and quality of interim progress updates, student alerts and written progress updates and making necessary amendments.
  • Manage the Cycle of Assessment (calendared) in front of critical deadlines.
  • Prepare guidance to accompany data collection and provide support in ensuring timely return of data.
  • To help maintain and control externally generated student data to be held in Assessment Manager eg. Key Stage Data, CAT Data, Reading/Spelling scores etc and to help assist in the analysis of all external examination data e.g. Key Stage Data, CAT Data, Reading/Spelling scores etc.
  • Commission all required reports, spreadsheets and analyses as required.
  • To help generate individual student targets based on Academy Target Setting Policy.To analyse student targets to generate Class, Department and Academy targets.
  • To create and produce reports as requested by staff using data recorded within the SIMS system.
  • To create and manage analysis tools to assist with the selection of students to participate in the academy MINT (Monitoring, Intervention and Tracking) program and pass these to Progress Tutors and Student Progress coordinators following calendared assessment cycles.
  • To manage the behaviour and achievement recording systems within SIMS, producing reports for designated post holders as necessary.

In addition to the above,other duties, at no higher a responsibility level, may be interchanged with / added to this list at any time.

SECONDARY DUTIES

  1. To participate in the Academy's programme of in-service training as a commitment to the Investors in People National Standard.
  1. Participate in the Academy’s Performance Management procedures.

Job Description prepared by: ______Date______

Agreed by Postholder:______Date______

Principal:______Date ______

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