Attendance Officer

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