Sixth Form Administrator

PURPOSE OF THE POST:

Purpose:  

To contribute to the success of the Sixth form by providing an efficient and effective administrative support and attendance management service. 

Main Duties

• Provide administrative and clerical support to the Head of Sixth Form and Deputy Head of Sixth Form, as required;
• Manage the diaries and in-trays of the Head of Sixth Form, ensuring they are fully prepared for meetings and in possession of relevant information in good time;
• Attend meetings and take minutes as required, and maintain files of meeting minutes;
• Monitor levels of student attendance in relation to school targets and provide accurate and timely management information to colleagues as required in respect of individual students, class groups, and year groups;
• Monitor turnstiles/biometrics to ensure that students are following signing in procedures correctly and they are where they should be;
• Monitor punctuality of students and take charge of the Punctuality Process Flow;
• Co-ordinate the 6^th form admissions process in consultation with the Head of 6^th Form via the platform Applicaa, administering both internal and external applications, requesting references for external applicants and organising interviews between staff and external applicants;
• Co-ordinate 6^th form events and activities, including parent consultations, open evenings, induction days, Higher Education evenings, visiting speakers and school photographs, overseeing all practical arrangements including accessibility and hospitality;
• Support during Parents’ Evenings, Post-16 Options events, Information Evenings;
• Maintain accurate and up-to-date student records and files, including archived files, storing these securely and in accordance with the Data Protection Act and other relevant legislation; 
• Support the Sixth Form team with regards to university applications via the UCAS platform;
• Provide information to staff for all other references for students including employment references;
• Record and monitor student destination data and higher education qualifications and degree class;
• Market the school’s Bursary Fund with students and parents;
• Process bursary applications in consultation with the Finance Team and in accordance with the academy’s policy;
• Oversee the attendance and performance of students in receipt of discretionary bursary payments in accordance with the school’s policy, and communicate payment decisions to the Finance Team; 
• Handle appeals in respect of non-payment decisions in respect of the discretionary bursary;
• Contribute to the academy’s attendance plan, ensuring attendance targets are achieved or exceeded, communicating any areas for concern to the Head of Sixth Form and Deputy Head of Sixth Form.
• Oversee the applications and support with the administration of the Sixth Form Minibuses.
• Liaise with the finance department, students and parents to ensure minibus payments are processed in a timely fashion.
• Receive telephone calls and messages from parents/carers reporting student absence, updating the school’s management information system (MIS) accordingly;
• Ensure registers are completed accurately and on time, liaising with staff as necessary;
• Follow up unexplained student absence with parents/carers in a sensitive and timely manner; including home visits where necessary alongside the Head of Sixth Form and Deputy Head of Sixth Form.
• Process all student leave of absence applications in line with the school’s attendance policy;
• To communicate effectively with staff, students, parents and outside organisations on all relevant matters;
• Undertake reception duties; welcoming visitors, maintaining a professional, safe and tidy office area, dealing with general enquiries and acting as a central point of contact for all day-to-day matters;
• Ensure the school’s signing in and out procedures are adhered to in respect of students and visitors, and that visitors are made aware of all relevant health and safety information;
• Process all incoming and outgoing mail, including internal mail;
• Ensure all printing/copying devices are in working order, reporting faults as necessary, and stocked with paper at all times;
• To develop and maintain positive relations between the school, parents and students; and
• Any other reasonable duties and responsibilities within the overall function, commensurate with the grading and level of responsibility of the post.  

Why work for us?

•  At QEGSMAT, we value the hard work and dedication of our team members, and as such we believe that progression should be a simple process. That’s why we are proud to offer an Automatic Pay Review program, rather than the traditional annual pay and performance review, as part of our comprehensive benefits package.
• Continual access to CPD opportunities. QEGSMAT works with a large number of organisations to develop staff to fulfil their aspirations and potential. We are committed to providing first-rate training and development to all our staff within this evolving Trust.
• We are committed to promoting equality, challenging discrimination, and developing community cohesion. We welcome applications from all sections of the community.
• All staff have access to our Employee Assistance Programme, which provides confidential, independent and unbiased information and guidance 24/7. This can also include bespoke counselling sessions for staff if needed.
• All roles are subject to nationally agreed terms and conditions of service.
• Access to the Local Government Pension Scheme (LGPS) with employer contributions of 23.4% for Derbyshire support staff.
• Family friendly policies
• Access to Flu Vaccines
• Opportunity to work flexibly
• Access to 750+ discounts on everyday essentials via our benefits package with Vivup