ST MARY’S HIGH SCHOOL
JOB DESCRIPTION
Post Title: Administrative Officer (Student Data and Admissions)
Reports to: Administrative Officer (Examinations and Cover)
Grade: H5 / H6 (20 - 26)
Purpose of the Job
To maintain the student record database for the School and provide information,
statistics and reports for staff at all levels and including external organisations. To produce the Census returns and provide information for the School’s data runs.
To be responsible for carrying out all of the administrative tasks associated with admissions to the school in Year 7, new admissions to the 6th Form and all casual in-year admissions (current Year 7 – 11).
Duties and Responsibilities – Management Information System
• To maintain an accurate and up to date student record database
• To produce the annual School Census (PLASC) return (currently 3 times per year) which involves ensuring that all aspects of student information is accurate including SEN data, exclusions, free school meals and children in care etc
• To check post 16 student data for the October census to ensure that all the students’ courses, aims and hours are correctly recorded and included within the return. To ensure the accuracy of the Course Manager’s module and keep updated with post 16 funding regulations and the guidance relating to the census.
• To produce and collate reports for each data run and Progress Review Days for all years using Assessment Manager and other software.
• To work with senior staff to produce and collate analysis of student data.
• To work with senior staff to provide data and evidence when required for Governors and Ofsted and to provide information, statistics and reports for staff at all levels for internal use and outside organisations
• To use timetable software to input setting information and carry out alterations during the year, printing student and staff timetables and set lists for staff
• To liaise with the ICT Manager relating to required upgrades and system patches on SIMS related to the role.
• Provide support to school staff in relation to student data and reporting relating to the MIS
• To upload and receive information from the DfE via current methods of data transfer and disseminate as required including pupil premium student eligibility
• To ensure that the student database is accurate and up to date and that all information is received from the student’s previous school(s)
• To assist in the administration of new students including uploading student photographs to the MIS
• Work in conjunction with the Office Manger to capture student contact information and liaise to ensure that communication information eg emails and telephone numbers are up to date.
• Checking reports produced from the school’s parental contact software and taking appropriate action.
Duties and Responsibilities – Admissions
• To be responsible for the administration of admissions to the school.
• To be responsible for the checking of the list of preferences (received via website) from the Local Authority against the school records to produce a ranked list, liaising with the Local Authority and Head Teacher as necessary
• To keep track and record secondary transfer applications checking against admissions criteria and ensure that the correct criteria are applied and that students are accurately ranked
• To ensure SIF forms for entry into year 7 are processed, and that Church references are obtained where appropriate.
• Provide updates of the list of admissions and distribute to the Head Teacher and new Year 7 Director.
• To prepare correspondence and liaise with parents/carers who make applications and/or offered places to provide information and guidance about the application and transition process.
• To check regularly the list of offers/waiting list prepared by LA for accuracy.
• Attend evening events for prospective students; giving advice to parents/carers where required
• Deal sensitively with parental enquiries about the admissions procedure.
• Input admission data to SIMS.
• Administration of all admissions related tasks e.g. Production of Welcome Pack, distributing as appropriate, co-ordinating replies etc.
• Liaising with the Inclusion and T&L teams regarding admission interviews and to ensure all paperwork including child protection are obtained from previous schools.
Duties – Examinations and Cover
• To assist the Examinations Officer in the setting up of exam venues as per examination board requirements and with pre and post examination administration.
• To assist in the collation and posting of coursework and examination papers
• To invigilate an examination if required to do so in an emergency situation
• To assist in the administration of daily teacher cover and room changes
• To deputise in the absence of the Administrative Officer (Examinations and Cover)
Flexibility
• There may be a requirement to work on a limited number of evenings during the academic year.
• There may be a requirement for non-term time working to address peak
workloads.
• In order to deliver services effectively, a degree of flexibility is needed and the
postholder may be required to perform work not specifically referred to above. Such duties, however, will fall within the scope of the post, at the appropriate
grade.
Organisation Chart
HeadteacherBusiness Manager
Examinations and Cover Officer
Administrative Officer (Student Data and Admissions)
This is the current job description and it will be subject to regular review.
June 2017
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