Job Description

GosfieldSchool
Attendance Officer/ Admin Assistant- Senior School

Responsible for -Attendance administration, pupilrecordsand cross-department administrative support
Contract -Permanent
Hours -8:30 to 5pmMon - Friday TTO plus4weekscover
Salary -£12.71 per hourplus holiday allowance

Purpose of the role

The Attendance Officer / Administrative Assistantis responsible formaintainingaccurate,timelyand compliant attendance records and for supporting effective communication between pupils, parents,staffand senior leaders. The postholder will help ensure that pupil absence, late arrival and early departure information is recorded, followedupand escalated appropriately.

The role also provides flexible administrative support across the School Officeandasrequired, to the Finance/HR and Admissions teams. The postholder must work with discretion,accuracyand a clear understanding of confidentiality andtheexpectationsofGosfieldSchool.

The Attendance Officer / Administrative Assistant will work closely with the Office Manager, Bursar, Finance and HR teams, Admissions team, pastoral leaders, tutors, teaching and support staff, the Designated Safeguarding Lead, pupils, parents, prospectivefamiliesand visitors.

Job Description

Registers and attendance

• Administer the daily attendance process, ensuring registers are completed promptly and accurately and that missing marks are followed up without delayincluding Fire lists.
• Record andmonitorpupil absence, late arrivals, early departures, medicalappointmentsandauthorisedchanges to the school day using theschool'smanagement information system.
• Carry out first-day absence follow-up by telephone,emailor approved messaging route, recording reasons for absence and escalating any unexplained or concerning absence.
• Monitor attendance patterns, punctualityconcernsand repeated absence indicators, referring concerns to pastoral leaders, the Designated SafeguardingLeador senior staff asappropriate.
• Prepare attendance summaries, reports, lists and management information for senior leaders, pastoral staff, tutors,governorsor external purposes as requested.
• Support attendance meetings,lettersand parent communications by preparing accurate background information, correspondence,notesand follow-up actions.
• Maintainaccurateevidence and records linked toauthorisedabsence, medical appointments, educational visits, off-siteactivitiesand agreed individual arrangements.
• Assistwith attendance data checks, audits, statutoryreturnsor information requests within the scope of the role and under the direction of senior colleagues.

School Office and administrative support

• Provide a professional and welcoming first point of contact for pupils, parents, visitors, staff and external callers by telephone, email and in person.
• Support reception procedures, including visitor sign-in, identity checks, safeguarding information, visitorbadgesand theaccuraterecording of pupil arrivals and departures.
• To meet and greet interview candidates, check ID documents andcopy forEA to the Principal. Sit on student panel interviews tomonitorquestions.
• Toassistwith admin tasks for the EA to the Principal.
• Respond to routine enquiries, take messages, manage shared inboxtasksand ensure queries are directed to the correct colleaguein a timely manner.
• Maintainaccuratepupil,parentand contact records, ensuring changes are recorded promptly and shared with relevant staff whereappropriate.
• Produce and distribute letters, forms, registers, notices, reports and routine communications, checking accuracy,confidentialityand approval before issue.
• Assistwith filing, scanning, archiving, post, stationery, room bookings, meetingarrangementsand general office systems.
• Support school events, parent meetings, open mornings,tripsand other activities with practical administration asrequired.
• Act as second signatory to Principal First Aider for drug administration
• Toliaise with Assistant catering manager toorder and collect refreshments for meetings and clear meeting areas after meetings.
• Assistwith uniform appointments during holiday periods, asrequired.
• Adhocadmin duties including but not limited to:Lost propertydistribution,internalpost deliveryandYr 7 locker allocations.

Finance

• Assistwith bank deposit whenrequired.
• Assist the Finance team with routine administrative tasks, including preparing documentation, filing records, collatinginformationand following up missing forms or approvals.
• Support the processing of purchase orders, invoices, receipts,expensesor payment records within delegated authority and in line with theschool'sfinancial procedures.
• Assist the Finance Assistant with recording of invoices onto finance system.
• Provideaccuratepupil,attendanceor activity information to Finance where it affects billing, refunds,chargesor reconciliations.
• Maintain confidentiality andappropriate separationof duties when handling financial information, cash, card payments, supplierinformationor parent account queries.
• Assist the Finance Assistant with checking deliveries against invoices
• Monitoring vending machines and organising re-filling asrequired

Admissions support

• Assist the Admissions team with enquiries, visit arrangements, open events, prospectusrequestsand routine parent communications.
• Helpmaintainaccurateadmissions records and help track enquiries, applications, assessments, offers,acceptancesand new-starter documentation.
• Support arrangements for taster days, pupil visits, entranceassessmentsand meetings with senior staff, ensuring relevant colleagues have the information they need.
• Help prepare joining information, induction materials,formsand transition records for new pupils and families.
• Liaise professionally with prospective families and ensure that queries requiring specialist admissions input are passed to theappropriate colleague.

Safeguarding, dataprotectionand compliance

• Always promote and safeguard the welfare of children and young peopleand follow theschool'ssafeguarding andchild-protectionprocedures.
• Report safeguarding concernsimmediatelyto the Designated Safeguarding Lead or a Deputy Designated Safeguarding Lead.
• Handle personal, attendance, financial, HR and admissions informationin accordance withUK GDPR, the Data Protection Act 2018, Schoolpoliciesand retention schedules.
• Follow procedures for pupil collection, visitor management, emergency contacts, medical information,communicationsand the release of information.
• Complete mandatory training andmaintainan up-to-date understanding of School policies and procedures relevant to the role.