General Administrative duties

• Act as the first point of contact for parents and visitors arriving at school.

• Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner.

• Control access to the school in line with the schools safeguarding procedures, including signing-in-visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures.

• Be alert to unknown individuals on the school premises and report any concerns in line with school’s procedure.

• Respond to messages promptly and accurately, passing on information to relevant members of staff as necessary.

• Assist staff and pupils with the information and support they need. 

• Update manual and computerised calendar/record/information systems, report any issues with the schools IT systems.

• Keep records in accordance with the school’s record retentions schedule and data protection law, ensuring information security and confidentiality at all times.

• Manage and organise completed forms from parents.

• Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required.

• Organise and distribute incoming and outgoing post.

• Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier, resolving any issues as necessary.

• Write and send letters/email responses that are professional and uphold the schools vision and values.

• Assist with marketing and promoting the school.

• Establish constructive relationships and communicate with other agencies/professionals.

• Comply with and assist with the development of policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.

• Understand and follow the lockdown and evacuation policy in an emergency, by securing the doors and windows to the office and reception area.

• Ensure the office area is welcoming and tidy.

• Be aware of and support diversity and ensure equal opportunities for all.

• Contribute to the overall ethos/work/aims of the school.

• Attend and participate in regular meetings.

• Participate in training and other learning activities and performance development as required.

• Recognise own strengths and areas of expertise and use these to advise and support others.

• Undertake any other duties commensurate with the level of the post, as required to ensure the efficient and effective running of the school

• Update office procedure folder as and when required.

Specific Duties

EHCP / SENCO administration

· Understand the regulations and requirements in relation to Education, Health and Care Plans.

· Act as a key point of contact with parents, the Local Authority and other professional agencies in regard to EHCP’s.

· Manage arrangements for the administration of Education, Health and Care plans, proof read ENCP paperwork to ensure it is up to date and correct.

· Organise incoming consultations for new students and liaise with the local authority.

· Arrange additional funding requests.

· Attend EHCP review meetings to take minutes.

· Organise case conferences, safeguarding meetings and informal case discussions.

· Attend safeguarding meetings, if required, to take minutes.

· General administrative support to the SENCO team.

· Order equipment needed for pupils linked to EHCP needs.