Attendance & Admissions Officer in Birmingham

Waverley Education Foundation Trust

Job Purpose

• To record, monitor and analyse pupil attendance across the Studio College.
• To maintain and manage admissions systems across the Studio College.
• To ensure effective communication between all partners; Studio College, Local Authority and Parents/Carers.

Duties and Responsibilities

• Deal with day-to-day pupil admissions working with the LA and overseeing and reviewing the school waiting lists.
• Liaise with parents/carers, teachers, pupils, other schools and the LA.
• Ensure timely removal from roll once approved following National and LA policy.
• Ensure the timely transfer of pupil’s records (CTF/hard copy pupil file).
• Administer the smooth running of transfers to Studio College and other secondary schools.
• Administer the smooth running of Year 11 transfers to Sixth Form Phase and other Sixth Forms/Colleges.
• Collate new Year 10/12 intake information and aid in the organisation and completion of data checking events.
• Create, maintain and update pupil records, both on SIMs and hard copy.
• Produce reports and statistics for pupil admissions at the request of school leaders and Local Authority personnel where applicable.
• Ensure that all admissions processes are adhered to for all SEND pupils starting school in liaison with the Local Authority and SENDCO.
• In line with all safeguarding procedures, before any child begins school, ensure that all details are listed on SIMS, registered to a class or form group and parents/carers are aware of school expectations and routines.

• Ensure daily attendance registers are accurate and complete, and follow up with staff members about any incomplete data.
• Follow up on any unexplained absences with parents/carers, escalating issues as appropriate in line with school procedures.
• Initiate and oversee the administration of absence procedures, for example letters home, attendance clinics and engagement with local authorities/other external agencies and partners.
• Complete home visits where necessary in line with school procedures.
• Manage attendance returns for the school census.
• Manage the process of issuing penalty notices to parents.
• Maintain accurate records of communications with parents/carers and relevant interventions.
• Build and refresh knowledge of the school’s MIS and other relevant systems.

• Produce and interpret attendance reports for school leaders, identifying key statistics, reasons for absence and any patterns of concern.
• Track attendance of vulnerable groups of pupils and share information with school leaders.
• Identify pupils that need additional support to improve their attendance.
• Work with school leaders to identify appropriate interventions to improve attendance for particular groups or individual pupils.
• Lead daily or weekly check-ins to review progress and the impact of support/interventions.
• Work with school leaders to develop and revise the school’s attendance policy.
• Implement children missing education (CME) procedures when appropriate in liaison with the safeguarding team.
• Provide regular reports to attendance organisations to raise awareness of emerging at-risk pupils.
• Ensure that attendance and punctuality reports are shared on a regular basis with leaders in both primary and secondary phases.
• Be actively involved in leading intervention strategies for pupils across school.

• Coordinate meetings with pupils and parents/carers to implement interventions and track progress.
• Build positive relations with parents/carers to encourage family involvement in their child’s attendance.
• Identify, and where possible, mitigate potential barriers to attendance in partnership with families.
• Carry out home visits, where necessary, to address attendance concerns for individual pupils.
• Support the Studio College in communicating positive milestone achievements to parents and carers.
• Work with senior leaders to promote good attendance and punctuality, including through reward trips and excursions.

• Take opportunities to build the appropriate skills, qualifications, and/or experience needed for the role, with support from the school.
• Keep up to date with DfE attendance guidance.
• Take part in the school’s appraisal procedures.

• Work in line with statutory safeguarding guidance (e.g. Keeping Children Safe in Education, Working together to Safeguard Children and Prevent) and our safeguarding and child protection policies.
• Be alert to when persistent absence becomes a safeguarding concern and early help may be required.
• Work with the designated safeguarding lead (DSL) to promote the best interests of pupils, including sharing concerns where necessary.
• Promote the safeguarding of all pupils in the school.
• Be willing to undertake DSL training to ensure that accurate records and intervention strategies are prioritised for attendance.

• Manage and organise time efficiently and effectively within a busy office working in line with school policies and procedures.
• Individuals have a responsibility for promoting and safeguarding the welfare of children and young people he/she is responsible for or comes in to contact with.
• Ensure all tasks are carried out with due regard to Health and Safety.
• Undertake appropriate professional development including adhering to the principle of performance management.
• Adhere to the ethos of the school: to promote the agreed vision and aims of the school to set an example of personal integrity and professionalism attendance at appropriate staff meetings and parent’s evenings.

Waverley Education Foundation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. An enhanced DBS check is required for all successful candidates.