Job Description

Admissions and Attendance Officer

Name:

MAIN PURPOSE

To work with pupils, parent/carers, school staff and outside agencies to ensure and promote high levels of attendance and punctuality of staff and pupils across the school and to maintain accurate manual and electronic records on behalf of the school. Assist in the admission and transfer of children in and out of the school. Maintain the internal and external procedures and processes necessary for the smooth and efficient management of the school’s admissions and attendance, giving support and guidance to all members of staff as requested.

GENERAL DUTIES AND RESPONSIBILITIES KEY TASKS

· Provide an administrative support service for all aspects of Attendance & Punctuality and Admissions.

· Be responsible for the operational management of the attendance and punctuality policies and the Admissions policies

· Build effective working relationships with schools, parents and other services to resolve attendance problems and to ensure smooth school to school transfers and admissions.

· To assist the Deputy Headteacher with the setting and regular reviewing of targets for the whole school, year/class groups and individual pupils

· Maintain and keep parent mail information up to date.

SPECIFIC ADMISSIONS DUTIES AND RESPONSIBILITIES KEY TASKS

· Be responsible for the admissions process for the school (including Nursery intake and waiting list, Reception intake – in liaison with the LA, mid-term admissions and leavers including Common Transfer Files (CTF’s) and Year 6 transfers).

· Deal effectively with all enquiries regarding admission to the school: managing the database of all enquiries, issuing prospectuses, arranging tours of the school and appointments with the head.

· Maintain a register of children’s details to be admitted to the school.

· Maintain full and accurate pupil records including individual folders and ensuring the electronic files are kept up to date in a timely fashion.

· Administer CTF’s both incoming and outgoing.

· Ensure all admissions are transferred to current role on the day of their arrival into school and to pass on relevant information to the Class Teacher, SENCO and Receptionist.

· In consultation with the Headteacher and Office Manager, to be responsible for the preparation, completion and submission of annual returns to the Local Authority and to keep such records as may be required by the DfE.

· Be responsible for ensuring all school admission packs are kept up to date and distributed in liaison with the relevant staff members.

· Meet and greet prospective parent/carers and to help with queries regarding admissions to the school.

· Liaise with the Headteacher regarding arranging meetings for new parents.

· Collate information relating to appeals for pupil admissions as and when required.

· Ensure Year 6 pupil files are prepared ready to forward to the relevant secondary school at the end of the academic year and to liaise with new schools as and when appropriate.

· Be responsible for the maintenance of the school waiting list in liaison with the Headteacher and SBC

· To arrange for in year admissions and ensure all relevant paperwork is produced.

· To ensure that student files are requested from previous schools including an electronic file for new admissions prior to the student being admitted.

· Ensure that a Free School Meal entitlement check is undertaken for all admissions and that the Free School Meal uptake remains as high as possible.

· Be responsible for the administration of student’s leavers including updating SIMs, contacting new schools and forwarding student records onto new schools along with exporting electronic leaver records.

· Ensure that students leaving are removed from SIMs data tracking sheets.

· Check the Student record data for accuracy on the SIMs system following input by the Admin Assistant.

· Produce weekly/termly roll data and to ensure this is communicated to all the necessary staff.

· Support the annual primary/secondary transfer process by supporting the ranking of

incoming students in order to group students effectively; ensuring all relevant student records are imported into SIMs and that details are checked for accuracy.

SPECIFIC ATTENDANCE DUTIES AND RESPONSIBILITIES KEY TASKS

· Maintain accurate and up to date attendance and lateness records both manually and electronically.

· Ensure registers are checked daily for absence and lateness, record children who arrive late

and follow up any absences by telephone or other means.

· Be responsible for contacting parent/carers of children who are absent from school.

· Ensure any queries and correspondence, regarding absent children, are dealt with through the appropriate channels: Class Teacher, Parent/Carers and Senior Team and to follow school procedures to request details for unknown absences.

· Ensure all absences are recorded and full records are kept for staff and pupils.

· Ensure on-going monitoring of attendance for all children and staff and to promote good attendance across the school.

· Organise and manage a comprehensive and high quality attendance and punctuality system for registration groups and classes.

· Manage day-to-day operations and maintenance of the attendance and punctuality system

· Identify and implement intervention strategies to address poor attendance and celebrate excellent attendance.

· Prepare relevant attendance certificates for both individual pupils and classes.

· Identify individuals and/or groups of children that may require additional support to improve their levels of attendance and punctuality and assist in raising standards.

· Hold regular meetings with the Education Welfare Officer (EWO) and refer children who are not meeting attendance targets and those who take holiday during term time and to inform EWO of any Children Missing in Education (CME).

· Be responsible for maintaining full accurate records and to complete statistical returns regarding pupil attendance and punctuality as required by the school, the Local Authority (LA) and the DfE.

· In liaison with the Headteacher and other relevant professionals, identify and follow through appropriate sanctions including fines and court action.

· Consistently adopt the attendance policy, prepare back to work interview forms, self-certification forms and absence records for line managers.

· Alert line managers when absent concern triggers have been reached.

· Check all absences have correct paperwork including sick notes

· Process applications for any leave/special absence of children in liaison with the Headteacher and ensure full records are kept and filed appropriately.

· Be responsible for preparing class registers for the start of each academic year whether manual or electronic and maintaining them through the year.

· In collaboration with others, set and regularly review targets for the whole school, year/class

groups and individual pupils

· Provide weekly and termly attendance and punctuality reports for the Head teacher.

· Provide accurate and timely monitoring reports and statistics for staff, governors, the LA and their representatives.

· Ensure that any unobtainable contact numbers as highlighted by the first day absence calling system are investigated and corrected as necessary.

· Ensure the school complies with legislation regarding attendance

· Keep abreast of new regulations and initiatives, communicating these to staff

· Encourage positive responses between parents and pupils with regard to the attendance

policy

· Ensure that data from the previous school is obtained relating to Attendance and Punctuality.

SPECIFIC DATA DUTIES AND RESPONSIBILITIES KEY TASKS

· Return required EYFS, Year 1, KS1 and KS2 test data by he set deadlines

· Return all school data required from SBC

· IT Support when needed

GENERAL DUTIES AND RESPONSIBILITIES

· Work with all the school policies

· Be the first point of contact for admission and attendance issues, answering telephone calls, emails and responding to requests for information.

· Maintain confidentiality at all times in respect of school-related matters and to prevent disclosure of confidential and sensitive information.

· Undertake any other duties that may reasonably be regarded as being commensurate with the grade and general purpose of the post.

· Understand and apply school policies in relation to health, safety and welfare

· Comply with individual responsibilities, in accordance with the role, for health & safety in the workplace

Signed: ____________________________________ Post Holder

Date: ______________________________

Signed: ____________________________________ Headteacher

Date: ______________________________