Admissions and Transition Administrator

About the role

We are looking for a committed and enthusiastic Administrator, with a flexible approach to work and a personable and compassionate attitude to join our school’s General Office Team. You will support the Headteacher and Governors in fulfilling their responsibilities with regards to student admissions to the school.

2.2 The Admissions and Transition Administrator is responsible for delivering efficient administrative support to the Director of Lower School in respect of the transition programme for our new intake in Year 7.

2.3 The Admissions and Transition Administrator is accountable to the Headteacher and undertakes particular duties as they may reasonably direct from time to time.

Key Areas of Responsibility

3.1 Admissions Administration

• Take full responsibility for all admissions related activities, ensuring a smooth and efficient process throughout: to maintain the schools’ Published Admissions Number (PAN) for each year group.   Liaise with Heads of Year/Parents/Local Authority/Previous Schools/Schools2Schools website to ensure collection of all pupil educational records and transfer these on to the school’s Management Information System (Arbor). Update all relevant staff members with any specific information to support the student’s transition.
• In Year Leavers – Liaise with:  Heads of Year/Parent(s)/New School/Attendance Team at Local Authority/Schools2 Schools website.
• Build and maintain strong relationships with stakeholders including the Local Authority Admissions and Attendance team, feeder schools and Governors
• Manage and respond to all admissions enquiries in a timely, accurate and courteous manner
• Responsible for all administration work for admissions appeals. Liaise with the Appeals Team at Local Authority arranging suitable dates for appeal hearings.  Ensure all paperwork is submitted in accordance with the timescales set by Local Authority.
• Take responsibility for the administration of all publications and materials regarding Admissions and Secondary Transfer.
• Follow Admissions Code in accordance with the School Admissions Policy.
• Inform Local Authority whether consultation will take place, ensuring that this decision is included in a set of Full Governing Body (FGB) minutes. Submit policy to Local Authority for Publication by deadline for the 6-week consultation period and publish on school web site. 
• Ensure the Admissions Policy has been ratified by the FGB, published on the school website and submitted to the Local Authority for their publication by the date set out in the Admissions Code.
• Undertake additional tasks in support of the Governors Admission Panel.

3.2 Pupil Record Administration

• Responsible for maintaining pupil records in accordance with school policy and GDPR regulations
• Ensure that all new pupils are accurately recorded in Arbor
• Update pupil records in Arbor as required
• Support the School Business Manager in ensuring that all pupil records are correct for the school census
• Ensure that accurate data for sixth form students is received in a timely manner from their previous school and ensure the timely transfer of pupil records to receiving educational settings for any leavers.
• Maintain physical pupil files in accordance with school policy

3.3 Transition Administration

• Leading the coordination of the transition timeline and communication programme for the new Year 7 intake, ensuring a structured and efficient process that warmly welcomes our incoming families to the school community.
• Oversee the collection and management of transition data through MS Forms, ensuring accuracy, confidentiality and compliance with school policies and procedures.
• Liaise with feeder schools to obtain and maintain accurate contact details for key staff and incoming students, facilitating a seamless transition.
• Ensure all transition-related policies and school agreements are in place, regularly reviewed and updated as directed by the Headteacher.
• Schedule, organise and oversee Induction Evenings & new-intake meetings, evenings and other transition-related events to ensure clear and timely communication with parents, students and staff.

3.4 Other duties  

• To complete one 30-minute lunch duty slot per week (this is standard for all support staff)
• To be first aid trained and prepared to deliver emergency first aid to students, staff and visitors as necessary

AccountabilIities

4.1 You are responsible to the Headteacher and the Assistant Headteacher (Director of Lower School)

4.2 You are required to:

• Undertake all reasonable precautions to safeguard the health and safety of students and staff at all times.
• Ensure that all students are treated fairly, consistently and with respect, that opportunities for reinforcing positive self-images are sought, that gender and race discrimination are actively discouraged.
• Encourage an environment and ethos which underpins and enhances students; learning and rewards students; achievements.
• Take active responsibility for formulating fair and consistent standards of discipline and follow up concerns according to the school’s procedures

EQUALITIES

1. Be aware of and support school policies that promote equality within and beyond the school community

HEALTH AND SAFETY

1. Be aware of and comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection; and report all concerns to an appropriate person.

DISCLOSURE & BARRING SERVICE

1. This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974.  An enhanced disclosure will be sought through the Disclosure and Barring Service as part of the pre-employment checks. 

Safeguarding Children and Safer Recruitment

8.1 You will ensure that child protection and the safeguarding of students are given the highest       priority at all times.

8.2 The Saint John Henry Newman School is committed to safeguarding and promoting the welfare of children and young people as required under the Education Act 2002 and expects all staff and volunteers to share this commitment.