At Longcause Special School, we are deeply committed to our pupils and their families. We strive to be a school that truly delivers on its promises - providing outstanding education and support for pupils with Autism through high-quality, specialist teaching and care.

We are seeking a compassionate, proactive, and highly organised Family Team Administrator to join our Family and Safeguarding Team. This is a varied and rewarding role at the heart of the school community, working closely with pupils, families and staff to provide pastoral, safeguarding, and practical support. You will act as a key link between home and school, helping to ensure the wellbeing, safety and engagement of our pupils and their families.

What we offer:

• A friendly, supportive and professional working environment where staff are valued and respected

• A strong commitment to staff wellbeing and mental health, including access to support and resources

• Opportunities for professional development and ongoing training, including safeguarding and specialist SEND training

• The chance to work as part of a dedicated team committed to achieving the best outcomes for pupils and families

• A rewarding role where you can make a meaningful difference to the lives of children and their families

• Access to relevant local authority benefits (e.g. pension scheme, employee assistance programme)

Key Responsibilities:

Family Support & Engagement

• Provide balanced, impartial advice and guidance to parents and carers

• Act as a key point of contact for families, supporting communication between home and school

• Support parents with concerns relating to pupils’ social, emotional, health, or behavioural needs

• Promote parental engagement and involvement in school life, including events, meetings, and communication

• Work proactively with families to improve attendance and reduce exclusions

• Support pupils identified as requiring additional pastoral support

• Show prospective parents around the school and support the admissions process

Safeguarding

• Work as a Deputy Designated Safeguarding lead, supporting the Designated Safeguarding Lead (DSL) and other DDSLs

• Act as a source of support, advice and guidance for staff on safeguarding and welfare matters

• Manage and support safeguarding referrals to external agencies, including children’s social care and the police

• Maintain accurate, detailed and secure safeguarding records in line with GDPR and data protection legislation

• Liaise with external agencies and safeguarding partners to ensure coordinated support for pupils

• Promote a culture of listening to pupils and responding to their needs appropriately

Multi-Agency & Staff Support

• Liaise with external professionals, including counsellors, health services, and social care

• Support staff with safeguarding processes, referrals, and use of systems such as CPOMS

• Contribute to a whole-school approach to safeguarding, wellbeing, and mental health

Administration & Coordination

• Maintain accurate pupil records (electronic and paper-based) in line with data protection and retention policies

• Coordinate and support annual reviews and meetings

• Maintain accurate and up-to-date pupil records (electronic and paper-based) in line with GDPR and data retention policies

• Coordinate and support Annual Reviews, including preparing and distributing EHCP documentation, collating reports from professionals, and ensuring statutory timelines are met

• Complete and submit EHCP-related paperwork to the Local Authority and liaise with external professionals to ensure all required information is accurate and timely

• Arrange appointments with external agencies and professionals

• Support communication with families via phone, email, letters and digital platforms

• Contribute to school communications, including newsletters and website updates

Medical & Welfare Support

• Support the administration and monitoring of pupil medication and medical records

• Liaise with families regarding medical needs and ensure appropriate documentation is in place

• Coordinate medical visits and ensure supplies and records are maintained as directed by line manager

General Responsibilities

• Support the day-to-day running of the school office where required

• Welcome and support visitors, ensuring safeguarding and health & safety procedures are followed

• Maintain strict confidentiality at all times

• Undertake training and professional development in line with safeguarding requirements (including KCSIE and Prevent)

• Carry out any other duties commensurate with the role

The Ideal Candidate Will Have:

Qualifications & Experience

• NVQ Level 3 (or equivalent) in a relevant field, or demonstrable experience in a similar role

• Experience working with children, families or within a school environment

Knowledge

• Knowledge of safeguarding and child protection procedures, including statutory guidance such as Keeping Children Safe in Education (KCSIE)

• Understanding of the roles of external agencies (e.g. children’s social care, health services) and multi-agency working

• Awareness of factors that can impact pupil wellbeing, including social, emotional, mental health and family circumstances

• Understanding of data protection legislation, including GDPR, and the importance of confidentiality

• Knowledge of school systems and processes (e.g. attendance, pastoral support, record keeping) is desirable

Skills & Personal Attributes

• A strong understanding of safeguarding, child protection and confidentiality (including GDPR)

• Excellent interpersonal and communication skills, with a calm, empathetic and professional approach

• The ability to build positive relationships with pupils, families, staff and external agencies

• Strong organisational skills and attention to detail

• Confidence using IT systems and maintaining accurate records

• The ability to use initiative and respond effectively in a fast-paced environment

Pre-employment Checks

This post is subject to a range of pre-employment checks in line with statutory guidance, including Keeping Children Safe in Education (KCSIE). These will include an enhanced Disclosure and Barring Service (DBS) check with children’s barred list information, satisfactory references, verification of identity and qualifications, and a check of the right to work in the UK.

Online searches will be carried out as part of our due diligence on shortlisted candidates. Applicants will be required to disclose any relevant criminal history prior to interview.

We are committed to ensuring that all recruitment and selection processes reflect our safeguarding responsibilities and promote the safety and wellbeing of all pupils.

Further information can be found in our Safer Recruitment Policy. 

Further Information

For more details about our school, please visit our website: www.longcausespecialschool.com

We actively encourage and welcome visits to the school. To arrange a visit, please contact Molly Holt on 01752 336881 or via email mholt@longcangcause.plymouth.sch.uk