Sixth Form Administrator
| Posting date: | 11 June 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 22 June 2025 |
| Location: | Chellaston, Derbyshire DE73 5UB |
| Remote working: | On-site only |
| Company: | QEGSMAT |
| Job type: | Permanent |
| Job reference: |
Summary
Purpose:
To contribute to the success of the Sixth form by providing an efficient and effective administrative support and attendance management service.
Main Duties
• Provide administrative and clerical support to the Head of Sixth Form and Deputy Head of Sixth Form, as required;
• Manage the diaries and in-trays of the Head of Sixth Form, ensuring they are fully prepared for meetings and in possession of relevant information in good time;
• Attend meetings and take minutes as required, and maintain files of meeting minutes;
• Monitor levels of student attendance in relation to school targets and provide accurate and timely management information to colleagues as required in respect of individual students, class groups, and year groups;
• Monitor turnstiles/biometrics to ensure that students are following signing in procedures correctly and they are where they should be;
• Monitor punctuality of students and take charge of the Punctuality Process Flow;
• Co-ordinate the 6th form admissions process in consultation with the Head of 6th Form via the platform Applicaa, administering both internal and external applications, requesting references for external applicants and organising interviews between staff and external applicants;
• Co-ordinate 6th form events and activities, including parent consultations, open evenings, induction days, Higher Education evenings, visiting speakers and school photographs, overseeing all practical arrangements including accessibility and hospitality;
• Support during Parents’ Evenings, Post-16 Options events, Information Evenings;
• Maintain accurate and up-to-date student records and files, including archived files, storing these securely and in accordance with the Data Protection Act and other relevant legislation;
• Support the Sixth Form team with regards to university applications via the UCAS platform;
• Provide information to staff for all other references for students including employment references;
• Record and monitor student destination data and higher education qualifications and degree class;
• Market the school’s Bursary Fund with students and parents;
• Process bursary applications in consultation with the Finance Team and in accordance with the academy’s policy;
• Oversee the attendance and performance of students in receipt of discretionary bursary payments in accordance with the school’s policy, and communicate payment decisions to the Finance Team;
• Handle appeals in respect of non-payment decisions in respect of the discretionary bursary;
• Contribute to the academy’s attendance plan, ensuring attendance targets are achieved or exceeded, communicating any areas for concern to the Head of Sixth Form and Deputy Head of Sixth Form.
• Oversee the applications and support with the administration of the Sixth Form Minibuses.
• Liaise with the finance department, students and parents to ensure minibus payments are processed in a timely fashion.
• Receive telephone calls and messages from parents/carers reporting student absence, updating the school’s management information system (MIS) accordingly;
• Ensure registers are completed accurately and on time, liaising with staff as necessary;
• Follow up unexplained student absence with parents/carers in a sensitive and timely manner; including home visits where necessary alongside the Head of Sixth Form and Deputy Head of Sixth Form.
• Process all student leave of absence applications in line with the school’s attendance policy;
• To communicate effectively with staff, students, parents and outside organisations on all relevant matters;
• Undertake reception duties; welcoming visitors, maintaining a professional, safe and tidy office area, dealing with general enquiries and acting as a central point of contact for all day-to-day matters;
• Ensure the school’s signing in and out procedures are adhered to in respect of students and visitors, and that visitors are made aware of all relevant health and safety information;
• Process all incoming and outgoing mail, including internal mail;
• Ensure all printing/copying devices are in working order, reporting faults as necessary, and stocked with paper at all times;
• To develop and maintain positive relations between the school, parents and students; and
• Any other reasonable duties and responsibilities within the overall function, commensurate with the grading and level of responsibility of the post.
To contribute to the success of the Sixth form by providing an efficient and effective administrative support and attendance management service.
Main Duties
• Provide administrative and clerical support to the Head of Sixth Form and Deputy Head of Sixth Form, as required;
• Manage the diaries and in-trays of the Head of Sixth Form, ensuring they are fully prepared for meetings and in possession of relevant information in good time;
• Attend meetings and take minutes as required, and maintain files of meeting minutes;
• Monitor levels of student attendance in relation to school targets and provide accurate and timely management information to colleagues as required in respect of individual students, class groups, and year groups;
• Monitor turnstiles/biometrics to ensure that students are following signing in procedures correctly and they are where they should be;
• Monitor punctuality of students and take charge of the Punctuality Process Flow;
• Co-ordinate the 6th form admissions process in consultation with the Head of 6th Form via the platform Applicaa, administering both internal and external applications, requesting references for external applicants and organising interviews between staff and external applicants;
• Co-ordinate 6th form events and activities, including parent consultations, open evenings, induction days, Higher Education evenings, visiting speakers and school photographs, overseeing all practical arrangements including accessibility and hospitality;
• Support during Parents’ Evenings, Post-16 Options events, Information Evenings;
• Maintain accurate and up-to-date student records and files, including archived files, storing these securely and in accordance with the Data Protection Act and other relevant legislation;
• Support the Sixth Form team with regards to university applications via the UCAS platform;
• Provide information to staff for all other references for students including employment references;
• Record and monitor student destination data and higher education qualifications and degree class;
• Market the school’s Bursary Fund with students and parents;
• Process bursary applications in consultation with the Finance Team and in accordance with the academy’s policy;
• Oversee the attendance and performance of students in receipt of discretionary bursary payments in accordance with the school’s policy, and communicate payment decisions to the Finance Team;
• Handle appeals in respect of non-payment decisions in respect of the discretionary bursary;
• Contribute to the academy’s attendance plan, ensuring attendance targets are achieved or exceeded, communicating any areas for concern to the Head of Sixth Form and Deputy Head of Sixth Form.
• Oversee the applications and support with the administration of the Sixth Form Minibuses.
• Liaise with the finance department, students and parents to ensure minibus payments are processed in a timely fashion.
• Receive telephone calls and messages from parents/carers reporting student absence, updating the school’s management information system (MIS) accordingly;
• Ensure registers are completed accurately and on time, liaising with staff as necessary;
• Follow up unexplained student absence with parents/carers in a sensitive and timely manner; including home visits where necessary alongside the Head of Sixth Form and Deputy Head of Sixth Form.
• Process all student leave of absence applications in line with the school’s attendance policy;
• To communicate effectively with staff, students, parents and outside organisations on all relevant matters;
• Undertake reception duties; welcoming visitors, maintaining a professional, safe and tidy office area, dealing with general enquiries and acting as a central point of contact for all day-to-day matters;
• Ensure the school’s signing in and out procedures are adhered to in respect of students and visitors, and that visitors are made aware of all relevant health and safety information;
• Process all incoming and outgoing mail, including internal mail;
• Ensure all printing/copying devices are in working order, reporting faults as necessary, and stocked with paper at all times;
• To develop and maintain positive relations between the school, parents and students; and
• Any other reasonable duties and responsibilities within the overall function, commensurate with the grading and level of responsibility of the post.