SEN Administration Assistant in Jacobs Well

To provide high-quality, consistent administrative support to the Special Educational Needs (SEN) functions across a group of GST schools. The post holder will support SENCos and school leadership by managing documentation, maintaining accurate records, coordinating EHCP processes, and acting as a key liaison for parents, staff and external agencies. The role helps ensures that statutory deadlines are met, systems are kept up-to-date, and communication is professional and timely., EHCP & Annual Review Administration

EHCP & Annual Review Administration

• Prepare, collate, and distribute paperwork for EHCP annual reviews across multiple schools.
• Coordinate scheduling of review meetings, ensuring involvement of teachers, parents, and professionals.
• Take accurate minutes at review meetings and complete follow-up administrative tasks.
• Track EHCP review deadlines to ensure compliance with statutory timeframes.

SEN Record Keeping & Data Management

• Support the maintenance and updating of SEN registers, monitoring lists and provision mapping for all allocated schools.
• Upload, store and manage SEN documentation in accordance with GDPR and Trust policies.
• Ensure all SEN information in MIS systems (e.g., Arbor/SIMS) is accurate, complete, and current.
• Support data preparation for census returns, inspections, and internal audits.

Liaison & Communication

• Help coordinate and share SEN information with families, external agencies, and professionals as directed by the SENCO.
• Respond to telephone and email enquiries with professionalism and confidentiality.
• Liaise with Local Authorities for documentation, reports, transfers and related communications.
• Liaise with teaching staff, year leaders and safeguarding teams where SEN overlaps with pastoral needs.

General Administrative Support

• Support the maintenance SEN inboxes for multiple schools, prioritising follow-up and task allocation.
• Prepare letters, reports, templates and forms as requested by SENCos.
• Assist with organising SEN-related meetings, assessments, tours and transition activities.
• Support coordination of referrals to external services (EP, Speech & Language, specialist teachers, etc.).
• Undertake photocopying, filing, scanning and document distribution.
• Provide cross-school administrative resilience cover during peak periods.
• Travel between GST schools within the designated hub (mileage reimbursed in line with policy).
• Provide consistent processes, shared templates and high-standards of practice across settings.
• Work flexibly to prioritise workload based on school deadlines and SENCo requirements.
• Build positive working relationships with multiple SENCos and school administrators.
• Uphold strict confidentiality at all times when dealing with sensitive pupil information.
• Attend mandatory safeguarding and data protection training.
• Follow GST and school-level safeguarding procedures, reporting concerns immediately.Ensure safe handling, secure storage and lawful processing of all data.

Experience

• Experience in administrative work in a school or similar environment.
• Excellent organisation, accuracy and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines across different schools.Confidentiality, discretion and professionalism.
• Confident using MIS systems (Arbor) and Microsoft Office.
• Ability to work independently and as part of a distributed team.

Desirable

• Experience supporting SEN functions.
• Experience using Edukey Provsion Map
• Knowledge of SEND Code of Practice.
• Experience minute-taking and producing accurate records.
• Experience working in a multi-school or trust-wide role.

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