SeafordCollege – SMT Secretary/admin

SEAFORDCOLLEGE

JOB DESCRIPTION

SMT SECRETARY/ADMIN

JOB PURPOSE: To support the Academic and Pastoral Deputies and the Director of Studies in their day to day management roles. To assist with the administrative activity within the SMT and generally contributing to the smooth running of the college.

RESPONSIBLE TO: Academic Deputy Head

KEY RESPONSIBILITIES:

For the Academic Deputy Head

  • Prepare documents and presentations in accordance with the College style and corporate identity.
  • Drafting responses to communications and other documents.
  • Preparing and collating papers, minutes and other reports and delivered in a timely manner.
  • Maintenance of diary
  • Maintain the SSIMS (School database) so that accurate records are kept for all students.
  • Respond to personal and telephone enquiries from staff, parents, external contacts and the general public.
  • Assisting in the administration of personnel/staffing matters as directed.

For the Pastoral Deputy Head

  • Assist with organisation of and setting up of Open mornings
  • Day pupil coaches
  • Letters to parents – formatted in Schoolbase

Work with Director of Studies to:

  • Prepare the reports for staff to complete.
  • Support staff throughout the process.
  • Print the reports at the end of the process .

Current/ongoing

  • Emergency Cover -Take over cover from the Cover Manager during the school day.
  • Work with Examinations secretary to upload / download examination information.
  • Track External examination data and ‘On Target for Grades’ from the Reports.
  • Track Internal Summative Assessments at the end of each Year.
  • Prepare certificates at the end of each Term for Final assembly and reports
  • Prepare spreadsheets and reports for Half Termly House points.
  • Take the Minutes of Key Meetings Briefings for Head of Year, Head of Departments, Inset days, Staff, SMT, (will need to stay late on one Thursday each half term and attend INSET Days)
  • Prepare appointments for Parents Evenings
  • Upload Miydis Data and prepare Chances Graphs
  • Prepare Chances Graphs for Sixth Form

Specific Tasks relating to Schoolbase

  • Ensure that the Schoolbase School Information Management System (SSIMS) and data base is kept up to date on a daily basis.
  • Develop positive relationships with Furlong solutions (the developers of the product)
  • Keep up to date on developments of the SSIMS (as the school ‘expert’)
  • Actively develop the communicative potential of SSIMS

Prospective Students throughout the year - New Intake

  • Prepare all Cat, Common Entrance and Scholarship data for HoDs to set students at the start of each year.
  • Check that all prospective information is up to date and accurate on schoolbase

Half Term 6 / Summer Holiday Rollover

  • With the Deputy Head Pastoral, ensure that each student has a form group and House.
  • Manage the role-over process during the summer holiday.
  • Ensure that the Timetable has transferred accurately to Schoolbase.
  • Ensure that the setting arrangements required by HoDs are transferred accurately to Schoolbase.
  • Ensure that every teacher and every child has a timetable which is roomed and accurately coded, including the timetable exceptions.
  • Assist with the general admin and secretarial support during all school holidays

ADDITIONAL INFORMATION

Calendar of events

Autumn Term

  • Prepare for the UCAS meeting and Year 12 Expected Grades Meeting
  • Prepare for Y12 Open Morning
  • Prepare Programme and timetables for the Sixth Form Taster Day for Year 11
  • Year 11 Mock Examination Information Booklet

Spring Term

  • Year 11 Mocks – see below
  • Prepare for Mock Results Evening
  • Prepare for Post 16 Choices Evening
  • Year 9 Option Evening
  • Enter Y9 and 12 choices onto Schoolbase
  • Y9 Options Process – Prepare Booklet

Summer Term

Mock Exams and Internal Exams

  • Year 11 information Booklet
  • Assist Exams Officer with the Internal Exams - especially the SEN concessions.

Speech day

  • Work with the Pastoral Deputy Head & Facilities & Events Manager to help manage the whole event.
  • Manage the process to obtain names and prizes (books)
  • Prepare information for the programme
  • Work with the Heads PA to label books and chairs

General

  • To promote the safeguarding and welfare of the pupils and young people as set out in theSchool’s safeguarding policy.
  • To undertake such other tasks relevant to the work or needs of the School as these needsarise and as may be reasonably requested

PERSON SPECIFICATION

Person Specification

  • Able to work well under the pressure of a busy management office
  • Maintain a sense of humour at all times!
  • Providing the highest quality of secretarial support to the SMT, meeting challenging deadlines
  • Interface with academic and other administrative staff, students and parents appropriately
  • Capable of maintaining confidentiality
  • A commitment to the safeguarding of children
  • Able to work on own and in a team
  • Proactive and shows initiative.
  • Attention to detail

Skills required

  • Excellent IT & secretarial skills
  • Excellent interpersonal skills
  • The use of the Microsoft suite - Word and Excel, Access, visio and PowerPoint and the ability to use them in a creative and versatile way.
  • The management of the SSIMS.

1

04/04/2019