Job Title: Data Officer
Salary: Scale 5
Hours: 36 hours per week
Contract type: Termtime + 2 weeks (47.6 weeks per annum)
Travel across the sites within the Federation may be required from time to time and the focus may be subject to change. The focus for 2018 -2019 is:
Thorpe Hall School
Serving one of the most diverse, vibrant and enterprising communities in East London, our Federation provides a unique infrastructure and an intergrated family of schools providing education to approximately 2000 children aged between 3 – 11 years old.
The Data Officer will join the administrative team across the Opossum Federation.The role will include implementing a Federation programme of best value and improvement to achieve outstanding results and life changing opportunites for the community we serve. This role will support the Director of Finance and Operations.
The Data Officer will:
- Under the direction of management, to assist in the administration and implementation of the Local Authority’s admission policy
- Update/input and manage all pupil data held on the management information system (SIMS) in school
- Ensure that all pupil records are up to date to ensure accuracy for all data collection and safeguarding requirements
- Produce all necessary statutory returns within deadlines e.g. CENSUS, EY Headcount, Attendance and upload to relevant locations
- Upload all school reports to specified deadlines
- Produce reports from data system to enable management to consider the needs of the pupils at the school to ensure their well being e.g. attendance, lateness, health concerns
The Data Officer will report directly to the Senior Administrator and will support them to ensure an effective Data Management strategy is in place which maximises opportunities and continues a sustainable business model for the Federation.
- Act as a liaison officer with the Local Authority’s admission department for Reception entry, midterm entry and secondary transfer
- Manage admissions procedures ensuring all relevant paperwork is completed and that information is effectively communicated to appropriate staff e.g. class teachers, SENCO
- Liaise with the Early Years team to ensure all places are filled and an effective waiting list is maintained
- To keep up to date with changes in statutory pupil data requirements and provisions
- To review attendance levels and work with teachers and school leaders to improve these levels
- Produce attendance reports for teachers and leaders, alerting staff to pupils of concern.
- Draft written responses to parental requests for term time absence
- Contact parents/carers as necessary to confirm pupil absence and determine the reason for non attendance
- To attend attendance review meetings with leaders
- Undertake home visits to investigate non attendance as necessary
- Liaise with relevant officers in local authorities and complete pupil transfer/CMfE requirements
- Undertake reception duties, answering routine telephone and face to face enquires and signing in visitors.
- Deal with complex reception/visitor matters
- Assist with pupil first aid welfare duties, liaising with parents/staff etc.
- Assist with any other office duties that may be reasonably required by the management team
- Use IT and be highly skilled in all software applications used in School
- Create mail merges, reports and complete official returns as necessary
- Distribute literature to staff when requested using most effective method of communication
- Support Leadership teams with producing reports/letters where appropriate
- To ensure the maintenance of clear and effective filing, records and other systems and to keep them updated –manual and electronic
- To provide operational support to the Senior Administrator
- To lead and manage the school office and be responsible for its efficient running
- To provide administrative support for the completion of effective support services in the running of the school.
- To provide point of contact for parents and visitors, ensuring communication channels are effective. Organisation
§ To deputise for members of the administration team as and when required.
- Assist with any other office duties that may be reasonably required by the Senior Administrator or any other member of the Leadership Team.
- Assist the school staff in the organisation of events such as sports days, parents’ evenings, productions etc and to organize associated administration.
- Maintain manual and computerised records/management information systems.
- Undertake typing, word-processing and other IT based tasks.
- Receiving incoming telephone calls and dealing with enquiries as and when necessary
- Complete statutory returns
- Ensure communication with all stakeholders is of a high standard
- To be proactive and highly organised in ensuring all systems/folders/files are kept up to date
- Assist the Director of Human Resources and Director of Finance and Operations with specific administrative tasks as and when required
§ Assisting with routine administration.
- Operate relevant equipment/ICT packages (e.g. word, excel databases, spreadsheets, Internet/parent pay).
- Provide general advice and guidance to staff, pupils and others.
Health and Safety
- Advise staff of health and safety practices and procedures
- Review risk assessments, monitor and implement
- Review and update all websites in conjunction with IT technician
- Ensure that General Data Protection Regulations are updated, applied to all data and adhered to
Premises and sites
- Supervise and oversee the Site Team and support their line managers, in the absence of the Director of Finance and Operations.
- To be fully aware, understand and complaint with the duties and responsibilities arising from the Childrens Act 2004 and Working Together in relation to child protection and safeguarding children and young people as this applies to the role within the organization. To also be fully aware of the principles of safeguarding as they apply to vulnerable adults in relation to the role and KCSIE
- In accordance with the School’s commitment to follow and adhere to the Department for Education’s guidance entitled "keeping children safe in education" (April 2014) and all other relevant guidance and legislation in respect of safeguarding children, you are required to demonstrate your commitment to promoting and safeguarding the welfare of children and young people in the School. All staff are required to maintain appropriate professional boundaries in relationships with children and with all members of the School community and outside agencies, and exercise sound professional judgment which always focuses upon the best interests of the students and the school.
- You are also required to know and comply with the DfE document ‘Guidance for Safer Working Practice for Adults who work with Children and Young People’ (January 2009) and he schools safeguarding policy. You are required to have satisfactory Enhanced DBS certificate with barred list check. Your role requires you to observe and maintain appropriate professional boundaries at all times and avoid behaviour that might be misinterpreted by others.
- You must understand and carry out your duties in accordance with the responsibilities of being in a position of trust and dispatch your duty of care appropriately at all times. You will be expected to present a consistently positive image of the School and uphold public trust and confidence at all times.
The above is not an exhaustive list and any other reasonable admin duties will be expected to be undertaken.
All positions will be subject to review yearly in line with current administration needs. Any changes in duties that are above the current scale will result in the job description being moderated