Job Description: Attendance Officer

Title of postAttendance Officer – Full-Time Permanent Contract
Grade (including allowances)H4 – H5 + fringe allowance
Reporting toDeputy Headteacher
Team members:Pastoral Team
Time/Hours 37 hours per week, term time plus 1 week
General OverviewTo ensure all students are registered, accounted for and attending school in accordance with the School’s Attendance Policy

Personal and professional standards

  • The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Post holders are subject to an enhanced DBS check.
  • Support the aims and ethos of the school as defined in the school prospectus
  • To set a good example in terms of professional dress and appearance, punctuality, and attendance
  • Take responsibility for personal development making full use of the school’s professional development opportunities and training
  • To attend team and staff meetings as appropriate, contributing actively whenever possible
  • To provide courteous, prompt, and polite service to all members of the school’s community including governors, parents, students, all staff, contractors and suppliers, and other visitors
  • To actively contribute to the school’s mission statement by forming positive relationships within the school community and working collaboratively and in good humour with other colleagues as appropriate or when directed
  • Be aware and comply with all relevant policies and procedures within the school, particularly those relating to child protection, equality, health and safety, and confidentiality.
  • It is the duty of all colleagues to report breaches of school policies or procedures to the Headteacher

Duties specific to the post holder

  • Ensure all students are registered electronically (lates, am/pm registration, and all lessons)
  • Produce daily absence lists: one copy for the Fire Register; circulate to relevant staff
  • Ensure that parents of absent students (without notice) receive contact in order to confirm reasons for absence
  • Make phone calls to parents where necessary to discuss daily attendance concerns and to build positive relationships
  • Update the school’s MIS with absence codes, reasons for absence, students out on visits/fixtures, etc., and run reports with regards to this to ensure quality assurance
  • Monitor registers throughout the day to ensure their accurate completion
  • Check attendance of students attending alternative provision
  • Run weekly reports showing up-to-date attendance data for the whole school and student groups for action by Heads of Year
  • Issue letters regarding poor attendance and apply for Fixed Penalty Notices if required
  • Meet with the Heads of Year and external agencies to discuss students who are Persistently Absent (PA) and agree on a plan of action; providing necessary data for these meetings; 
  • Produce attendance and PA figure reports for the Heads of Year and Senior Leadership Team 
  • Produce relevant information for tutors to raise the profile of attendance 
  • Delete students from roll, as required, and complete paperwork for submission to County
  • Assist the SLT line manager in the production of accurate DfES returns for attendance under normal school census requirements and legislation
  • Ensure that paperwork and tracking is completed and submitted to County in the event a student needs a part-time timetable
  • Provide attendance statistics as required by the LA
  • Undertake other administrative tasks under the reasonable direction of the SLT line manager as are commensurate with the grade of the post
  • To play a key role in fire drill procedures in order to ensure that accurate live attendance is achieved
QualificationsEssentialDesirable
A good standard of general education, including a C grade at GCSE (or equivalent) in English and Maths
A-Level qualifications
Excellent ICT skills – proficient use of spreadsheets, word processing, database, and presentation packages
X

X

X
Experience
Experience in running effective administrative and clerical systems
Experience of a senior administrative role
Experience of using School Information Management System (SIMs)
Working in a similar level role with children, young people, parents and families preferably within an education context
Working as a part of a team, as well as on your own initiative
Working with professionals from other agencies and in a multi-agency context
X




X
X
X
X
X
Knowledge 
Knowledge of school systems and procedures, including an understanding of the attendance policy
Demonstrate an understanding of issues linked to confidentiality



X
X
Skills
Ability to communicate effectively both orally and in writing
 Ability to prioritise and meet deadlines
Ability to use IT systems effectively to produce reports and record information
 Demonstrate an ability to cope with stressful/conflict situations
Demonstrate enthusiasm, tact, diplomacy, warmth, empathy, forward-thinking and good organisation
The flexibility to adapt to changing workload demands and new school challenges
 Personal commitment to continuous self-development
X
X
X
X
X
X
X
Personal Qualities
Good role model
Strong interpersonal skills
Energetic, creative and self-motivated
Co-operative, flexible and responsible 
Able to prioritise and work under own initiative
Reliable, well organised and committed to high standards Accurate with a good eye for detail
Able to maintain confidentiality
Integrity
X
X
X
X
X
X
X
X

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 DBS as part of Hertfordshire County Council’s pre-employment checks.  

Please note that additional information referring to the Disclosure and Barring Service is in the guidance notes to the application form.  If you are invited to an interview you will receive more information.

This role description may be modified by the Headteacher to reflect or anticipate changes that are commensurate with the salary and role title and improvement and expansion plans of the school.

This role description will be reviewed every 3 years or sooner if required.