School Attendance and Administration Officer - London, United Kingdom - Aldersbrook Primary School

Description

To provide and report on attendance and punctuality data, to support and challenge this data to improve punctuality and attendance for the whole school.

To provide exemplary customer service to both internal and external customers and be able to resolve problems and complaints in a sensitive manner.

To provide assistance in the admission and transfer of the children in and out of the school.

To assist with the administration of school activities (extended school provision/educational visits).

To provide assistance with medical records and overseeing of medication stored in school.


Main duties and responsibilities

Attendance
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Daily:

• Monitor and maintain accurate pupil attendance records using Arbor
• Check the registers for missing marks and take appropriate action
• Record all absences using appropriate codes
• Record any conversations when required on CPOMS
• Maintain the schools administration for recording latecomers.

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Weekly:

• Monitor and keep full records of all communication with families regarding poor attendance and persistent absence or lateness.
• Monitoring whole school attendance, persistant absence and punctuality
• Identify pupils who require support with their attendance
• Identify through absence analysis, what praise, support or intervention is needed to encourage improved attendance or compliance.
• Liaise with SLT, SENCo, and Inclusion Team, PP Lead, PSA and other relevant staff regarding students who are of concern.

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Other:

• To take a leading role in providing advice, guidance and support to families unable to achieve satisfactory attendance and punctuality.
• To liaise with the school's designated Education Welfare Officer on a regular basis and with other external agencies to challenge and support families to achieve good attendance and punctuality records including meeting with families
• As required, create the data to provide termly and yearly comparisons to assist the senior leaders and governors to analyse trends
• Produce and publish attendance reports to the Governing body, School Leaders, staff and parents.
• Manage the process of issuing penalty notices

Admissions

• To assist with the admissions process for the school (including Nursery intake and waiting list, Reception intake in liaison with the LA, midterm admissions and leavers including Common Transfer Files (CTF's) and Year 6 transfers). To be familiar and understand the criteria for admission of pupils to the school.
• Complete the 'Weekly Vacancy Return' to LA
• Use the LA portal (SAM) to monitor/update admissions
• To maintain full and accurate pupil records including individual paper folders and ensuring the electronic files on Arbor are kept up to date in a timely fashion.
• To administer CTF's both incoming and outgoing using Arbor.
• To ensure all admissions are put onto Arbor prior to admission dates and 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 relevant staff.
• To ensure all data is correct/updated and any missing information is followed up.
• To ensure previous school records are chased and filed way accordingly.
• Maintain on roll and off roll spreadsheets with record of MIS system, permissions etc
• Update the LA Nursery portal termly using the Declaration forms.
• Ensure all permissions are completed for all pupils regularly (e.g. on admission/yearly)
• In consultation with the Headteacher/SBM 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.
• To be responsible for ensuring all school admission packs (prospectus) are kept up to date and distributed in liaison with the relevant staff members.
• To meet and greet prospective parent/carers and to help with queries regarding admissions to the school.
• To 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.

School activities

• To ensure all setup in relation to extended school provision/educational visits is carried out in a timely fashion.
• To publish the clubs in advance according to the policy, notifying parents
• Process any refund requests according the process
• Deal with parent queries regarding payments
• Help process and record childcare voucher payments and issue necessary invoices
• Carry out any additional admin in relation to school activities

Medical records

• Maintain medicine log check expiry dates and contact parents
• Take in medicine from parents and ensure all forms are completed and logged
• When medicine needs to be administered, to inform the relevant staff and log on Arbor
• Carry out halftermly class medical bag check
• Support the medial lead with any other administration required.

Administration

• To maintain effe