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Job description

Salary: Grade 5 Point 2 (£23,675) FTE

Actual Salary: £20,124 (35 hours per week, 40 weeks per year)

Start Date: ASAP

Term Time

Hours: 8am to 3.30pm

Days: Monday to Friday

Days to include: GCSE and Sixth Form results days in August and three additional days of Sixth form enrolment in the summer

Additional requirements: Sixth form information and open evenings

The Role

To provide a direct, confidential and comprehensive secretarial, effective administrative and pastoral support service to the Sixth Form. Working closely with all members of the Sixth Form and Senior Leadership.

Accountable to:

Head of Sixth Form, Assistant Headteacher

Supported by:

Designated Safeguarding lead, Exams Officer, Head of Sixth Form, Deputy Head of Sixth Form – Academic, Deputy Head of Sixth Form – Pastoral, Form Tutors, Heads of Department and outside agencies.

Safeguarding:

To be familiar with school policies, in particular safeguarding procedures, and promote the welfare of children. Undertake DSL Training.

Key Responsibilities:

6thForm

• General logistical assistance for the Sixth Form, including filing, word processing, photocopying, mail merge, Parentmail, Excel, SIMS, PARS, Social Media, and the website. This will include coordinating the delivery of the weekly Sixth Form Newsletter to teachers, faculty, and parents.
• Guarantee that all written correspondence and phone messages are listened to within 48 hours.
• On behalf of the Head of Sixth Form, have and maintain a friendly atmosphere in the Sixth Form for visitors and pupils.
• Collaborate with the Head of Sixth Form, Sixth Form Leadership Committee, and Senior Leadership Team to ensure that the desired quality of customer support is met.
• Manage the Head of Sixth Form's schedule, including interviews, meetings, and schedules, to keep them up to date.
• Plan workshops, festivals, tours, and travel both internally and externally.
• Serve as a point of touch for students and parents who wish to speak with the Head of Sixth Form or Deputy Heads of Sixth Form about issues, in order to maintain the appropriate level of customer support.
• Serve as a point of touch during the absence of the Head of Sixth Form, ensuring that messages are relayed correctly and promptly.
• To keep an eye on students during study sessions.
• To keep track of supervised study attendance and send a fortnightly update on study time completion to the Deputy Head of Sixth Form – Academic.
• Use parentmail and student mail to notify students and parents of independent catch-up conditions.
• Handle the Sixth Form school absence number and absence email address, as well as track student attendance.
• Have a weekly update to the Sixth Form leadership on student turnout, with a summary of specific classes (e.g. PP, Gender, and Attainment).
• Track student lesson attendance by delivering a weekly update on student lesson attendance to the Sixth Form leadership committee, with a summary by specific classes (e.g. PP, Gender).
• Handle the application process in coordination with the Head of Sixth Form. Tracking student submissions and speaking with students and parents about applications and deals are all part of the job.
• Work together with the Head of Sixth Form and the Deputy Headteacher-Curriculum to keep track of subject blocks and class sizes, as well as manage and coordinate year 11 into 12 subject choices.
• Pastoral assistance- Support Deputy Head of Sixth Form- Pastoral with providing a safe space for students to talk and be the first point of contact for help.
• To keep track of a student's ATL, achievement, and advancement.
• Submit a half-yearly update on ATL ratings and overall ATL ratings.
• Assemble ATL and attainment ratings for students and partner with the Sixth Form team to create half-termly pupil reflection sheets.
• To interact and monitor ATL and Achievement Clinic letters and attendance in collaboration with the Sixth Form and Senior Leadership team.
• To coordinate registers and class lists for student enrichment classes and monitor enrichment attendance and class sizes.
• Keeping track of student home-learning plans and scheduling student sign-in and out, as well as engaging with parents
• Create a calm and organised atmosphere in the student café and social areas.
• To communicate with other Sixth Form schools and colleges if required.
• To connect with outside groups, departments, and guest speakers.

General:

• Maintain the highest standards of quality at all times dealing courteously with all visitors, and internal members of staff.
• Be pro-active in anticipating problems and to take actions to prevent them arising. Where this is not possible, minimise their effect and impact, resolving any conflict through empathy and negotiation, and meet objectives by balancing priorities and/or improving job effectiveness.
• Plan and organise the daily workload prioritising accordingly.
• Communicate effectively by telephone, letter and email, drafting appropriate responses when necessary and reporting back to relevant staff.
• Demonstrate a keen interest in all aspects of Sixth Form and school activities and to promote them both internally and externally.
• Work closely with the other members of the leadership team’s administrative support when there are areas of overlapping responsibilities.
• Support the Exams Officer and Admissions’ Administrator as required.
• Contribute to the planning, development and improvement of administrative procedures and systems by regular evaluation of roles and procedures demonstrating a growth mind-set i.e. ‘always wanting to get better’.
• Other reasonable tasks as requested by the Headteacher or Head of Sixth Form.
• To undertake any other wider whole school duties commensurate with the level of the post as required.

Whole School:

• Assist with Sixth Form Open Evenings and marketing initiatives within the school.
• Assist with the organisation of events in which the Sixth Form students are working with younger students.

Person Specification

• Work experience/education/training that shows the expertise, talents, and abilities required to fulfil the job's responsibilities.
• Proven experience in a fast-paced world providing outstanding administrative, technological, clerical, and customer service support functions.
• Strong written writing skills, including an understanding of correct grammar, punctuation, and spelling, as well as the ability to proofread and make acceptable edits.
• Excellent use of Microsoft Excel to compile and display important student data such as attendance, ATL, and achievement.
• Ability and expertise performing complex word-processing activities, such as mail merges, paper production/preparation, mailing list management, and occasional document updates.
• Excellent preparation, organising, and arranging abilities.
• Strong leadership skills, as well as effective logical and problem-solving skills and the capacity to act creatively on delegated tasks.
• Shared experience with internal departments and external collaborators.
• Ability to work in a working atmosphere and make decisions as part of a team; work with other staff's schedules while being versatile and able to negotiate and address problems in little direction; work professionally with all levels of staff.
• Ability to work under pressure, follow tight deadlines, and successfully maintain time to work on various projects in a high-pressure, short-duration environment, as well as respond to shifts in workload demand and goals.

Job Type: Full-time

Salary: £20,124.00 per year

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Epsom, KT19: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 13/03/2023