Attendance Officer

About this role

JOB DESCRIPTION

Job Title:Attendance, Administration & Organisation
Grade:Grade 6
Responsible to:School Business Manager

MAIN PURPOSE OF THE ROLE

To provide effective administrative and organisational support to the
school, with particular responsibility for monitoring and promoting good pupil
attendance and punctuality.

The post holder will act as an appropriate first point of contact for
pupils, parents/carers, visitors and staff, maintaining accurate records and
supporting pupil welfare in accordance with school policies and procedures.

The post holder will work closely with the Welfare Officer and other
relevant staff to identify and respond to attendance concerns, maintain
accurate attendance information and contribute to improving attendance and
punctuality across the school.

KEY TASKS AND DUTIES

Organisation and Reception

• Undertake reception duties, acting as an
  appropriate first point of contact for pupils, parents/carers, visitors
  and staff.
• Answer routine telephone and face-to-face
  enquiries in a professional, polite and sensitive manner.
• Sign in visitors and follow the school’s
  procedures relating to visitor management, security and safeguarding.
• Respond appropriately to routine pupil welfare
  matters and refer concerns to the appropriate member of staff.
• Assist with pupil first aid and welfare
  duties, within the limits of appropriate training and school procedures,
  liaising with parents/carers and staff as required.
• Maintain accurate records relating to pupil
  welfare and first aid, where required.

Attendance Monitoring and Administration

• Monitor daily pupil attendance and punctuality
  using the school’s electronic attendance and management information
  systems.
• Ensure attendance registers are completed accurately
  and in accordance with school procedures.
• Monitor attendance and punctuality data on a
  daily and weekly basis, identifying emerging concerns, trends and
  patterns.
• Follow up unexplained and unauthorised
  absences promptly and in accordance with the school’s attendance
  procedures, escalating concerns where appropriate.
• Contact parents/carers by telephone, email or
  written communication to establish reasons for absence and address
  attendance concerns.
• Maintain clear, accurate and confidential
  records of attendance concerns, interventions, actions taken and
  communication with families.
• Monitor pupils whose attendance is declining
  or whose absence is becoming a concern and ensure appropriate action is
  taken.
• Monitor patterns of persistent and severe
  absence and lateness, reporting concerns to the Welfare Officer and/or
  appropriate member of staff.
• Support the school in meeting attendance
  targets and improving overall attendance rates, working closely with the
  Welfare Officer and relevant staff.
• Support the monitoring of pupils returning to
  school following periods of absence.
• Assist with attendance-related communications,
  including letters, emails and other correspondence.
• Support the preparation of attendance
  information for meetings with parents/carers and relevant staff.
• Contribute to initiatives and activities
  designed to promote good attendance and punctuality.
• Liaise appropriately with staff to ensure
  attendance information is accurate, up to date and acted upon promptly.
• Identify inaccuracies or anomalies in
  attendance records and take appropriate action to resolve them.
• Produce regular attendance reports and provide
  accurate attendance information as required.

General Administration

• Provide routine clerical and administrative
  support, including photocopying, filing, scanning, emailing and completing
  routine forms.
• Maintain accurate manual and computerised
  records and management information systems.
• Input, update and retrieve pupil and
  attendance information accurately.
• Undertake typing, word-processing and other
  IT-based administrative tasks.
• Assist with the production and distribution of
  reports, correspondence and other information as required.
• Ensure information is stored securely and
  maintained in accordance with school procedures.

RESPONSIBILITIES

Safeguarding and Pupil Welfare

• Promote and safeguard the welfare of children
  and young people, following the school’s safeguarding and child protection
  procedures.
• Recognise and report safeguarding, welfare or
  attendance concerns promptly to the Designated Safeguarding Lead, Welfare
  Officer or other appropriate member of staff.
• Maintain appropriate professional boundaries
  when working with pupils, parents/carers and colleagues.
• Respond sensitively and appropriately to pupils
  who may require additional support or assistance.

Policies, Procedures and Confidentiality

• Implement the school’s attendance policy
  consistently and fairly.
• Be aware of and comply with policies and
  procedures relating to child protection, health and safety, security,
  confidentiality and data protection.
• Maintain confidentiality when dealing with
  sensitive pupil, family and staff information.
• Ensure that personal and confidential
  information is handled, recorded and stored appropriately.
• Report any concerns relating to safeguarding,
  health and safety, security, confidentiality or data protection to an
  appropriate person.
• Promote equality, diversity and inclusion and
  ensure that all pupils, families and colleagues are treated fairly and
  with respect.

Teamwork and Professional Development

• Contribute positively to the overall ethos,
  work and aims of the school.
• Work constructively as part of a team and
  develop positive working relationships with colleagues.
• Understand and respect the roles and
  responsibilities of other professionals and work collaboratively with them
  where appropriate.
• Attend and participate in relevant meetings as
  required.
• Participate in training, professional
  development and other learning activities as required.
• Contribute to performance development and the
  continuous improvement of administrative and attendance procedures.
• Undertake other reasonable duties appropriate
  to the grade and nature of the post, as required by the line manager.

GENERAL

The duties and responsibilities listed above are not exhaustive. The
post holder may be required to undertake other duties appropriate to the level
and nature of the post, in accordance with the needs of the school.

The post holder is expected to demonstrate a commitment to safeguarding
and promoting the welfare of children and young people and to comply with all
relevant school policies and procedures.

Person Specification

Post: Attendance, Administration & Organisation
Grade:6

Qualifications / Training

• Good standard of literacy and numeracy
• Basic IT skills and willingness to undertake
  relevant training and development
• Relevant administration or school-based
  qualification

Experience

• Experience of general clerical and/or
  administrative work
• Experience of maintaining accurate records,
  either manually or electronically
• Experience of dealing appropriately with confidential
  information
• Experience of working with members of the public,
  colleagues and/or children
• Experience of working in a school or educational
  setting
• Experience of attendance monitoring or working
  with an electronic attendance system
• Experience of communicating with parents/carers

Knowledge and Understanding

• Good understanding of general administrative
  procedures
• Understanding of the importance of
  confidentiality and data protection
• Understanding of the importance of accurate
  record keeping
• Awareness of safeguarding responsibilities and
  the need to report concerns appropriately
• Understanding of the importance of equality,
  diversity and inclusion
• Knowledge of school attendance procedures and
  relevant guidance
• Understanding of the factors that can contribute
  to poor attendance and punctuality
• Knowledge of school management information
  systems

IT / Technical Skills

• Competent keyboard and computer skills
• Ability to use common IT applications for word
  processing, email and record keeping
• Ability to use office equipment such as
  photocopiers and telephones
• Ability to enter, retrieve and present
  information accurately using computerised systems
• Experience of using electronic attendance or
  management information systems

Communication Skills

• Ability to communicate clearly and
  professionally, both verbally and in writing
• Ability to deal sensitively and appropriately
  with parents, carers, pupils and colleagues
• Ability to listen and respond appropriately to
  queries and concerns
• Ability to maintain a calm, polite and
  professional manner when dealing with challenging or sensitive situations
• Experience of communicating with parents/carers

Organisation and Administration

• Highly organised with the ability to prioritise
  and manage routine tasks effectively
• Ability to work accurately and methodically,
  including when working to deadlines
• Ability to maintain accurate and up-to-date
  records
• Ability to identify and follow up outstanding
  actions
• Ability to work independently and use initiative
  within agreed procedures
• Experience of monitoring data and identifying
  patterns or areas of concern

Working with Children and Young People

• Ability to relate well to children and young
  people
• Ability to respond appropriately to pupil welfare
  needs
• Commitment to promoting the safety, wellbeing and
  inclusion of pupils
• Experience of supporting pupils with welfare,
  attendance or pastoral needs

Teamwork

• Ability to work constructively as part of a team
• Ability to understand and respect the roles and
  responsibilities of colleagues and other professionals
• Willingness to contribute positively to the wider
  work and ethos of the school
• Ability to attend and contribute appropriately to
  meetings
• Experience of working collaboratively with
  external agencies or other professionals

Personal Qualities

• Reliable, approachable and professional
• Trustworthy and able to handle sensitive and
  confidential information appropriately
• Patient, calm and resilient
• Flexible and willing to respond to changing
  priorities
• Positive attitude towards learning and
  professional development
• Commitment to equality of opportunity and
  treating everyone fairly

Safeguarding / Professional Responsibilities

• Commitment to safeguarding and promoting the
  welfare of children and young people
• Willingness to comply with school policies and
  procedures, including safeguarding, health and safety, security,
  confidentiality and data protection
• Willingness to undertake relevant training and
  participate in performance development