Administrative Officer - SEND Admin Support

St Augustine's Roman Catholic High School, a Voluntary Academy; Bedlington; On-site; GBP 22,000 - 30,000; Full time

Job summary

St Augustine's RC High School, a Voluntary Academy, is seeking an organised SEND Administrative Assistant to support annual reviews, EHCP documentation and data management within the SEND team. You will maintain SEND spreadsheets, prepare paperwork, coordinate reviews, and liaise with families and professionals to ensure timely information and compliance.

Working on-site in Bedlington, you will contribute to safeguarding, data protection and the smooth operation of alternative provision

Responsibilities

• Maintain and update comprehensive SEND spreadsheets linked to review cycles (annual reviews).
• Manage and update documentation on the server, uploading new health reports promptly.
• Pre-populate and amend annual review paperwork ensuring accuracy with updated EHCPs.
• Coordinate all aspects of annual reviews to meet statutory deadlines.
• Send pre-review paperwork to Local Authority, professionals and parents at least two weeks before meetings.
• Liaise with families, professionals and staff to arrange review dates and reminders.
• Organise review meeting rooms, prepare review packs, and ensure required information is available for the SENDCO.
• Communicate deadlines to the SENDCO and provide required paperwork and staff input.
• Coordinate Pupil Passports and liaise with teachers to gather feedback on passport outcomes.
• Support transition planning with the Local Authority and update EHCP sections for transitions.
• Maintain the timetable for Alternative Provision and Section 19 pupils, and provide attendance reports.

Job description

Main Duties and Responsibilities

Your duties and responsibilities will include:

DATA AND SYSTEMS MANAGEMENT

Maintain and update comprehensive SEND spreadsheets, including detailed information linked to review cycles (e.g. annual reviews.).

Manage and update documentation on the server, ensuring new reports (including health reports) are uploaded promptly and correctly.

Pre-populate and amend annual review paperwork, ensuring accuracy and consistency with updated EHCP's.

ANNUAL REVIEWS AND EHCP PROCESSES

Co-ordinate all aspects of annual reviews ensuring statutory deadlines are met, both pre and post review.

Send pre-review paperwork to the Local Authority, professionals and parents at least two weeks before scheduled meetings.

Liaise with families, professionals and staff to arrange and confirm review dates, including making reminder phone calls to parents.

Organise review meeting rooms, prepare review packs and ensure all required information is available for the SENDCO.

Communicate all key deadlines to the SENDCO and provide the required paperwork and collated staff input.

PASSPORTS AND MULTI- AGENCY LIAISON

Co-ordinate Pupil Passports

Liaise with teachers and teaching assistants to gather feedback on Passport outcomes and to support the development of SMART targets.

Communicate with all involved professionals regarding EHCP reviews, before and after meetings.

Liaise with alternative provision providers to gather regular feedback, ensure quality information is provided, and maintain clear expectations.

Act as point of contact for external agencies.

TRANSITION AND ALTERNATIVE PROVISION

Work alongside the Senior SEND Support Member of staff and SENCO to liaise with the Local Authority to arrange and confirm the timetable for transition reviews.

Co-ordinate updates to section A of EHCP's with students and parents during transition meetings.

Develop and maintain the Alternative Provision timetable for students accessing AP and SEND requirements.

Complete pupil application forms for Alternative Provision and Section 19s

Coordinate timetables for Alternative Provision (AP) and Section 19 pupils.

Maintain an overview of AP and Section 19 attendance, and provide regular attendance reports to the Attendance Officer.

Organise and schedule review meetings for AP and Section 19 pupils.

SAFEGUARDING, HEALTH AND SAFETY COMPLIANCE

• Uphold safeguarding responsibilities at all times.
• Follow all school policies and procedures.
• Maintain confidentiality and professionalism.
• Ensure compliance with data protection requirements.

FINANCIAL AND ADMINISTRATIVE DUTIES

Assist in the management of the finances for Alternative Provision, including raising orders through the internal finance system.

Oversee documentation, scanning, uploading and secure storage of all SEND paperwork.

Provide general administrative support to the SENDCO and wider SEND team as needed.

GENERAL AND DEVELOPMENT

Be aware of and comply with policies and procedures relating to child protection, health and safety, security, data protection and confidentiality, reporting all concerns to the relevant person.

Contribute to the overall ethos, work and aims of the Academy.

Take responsibility for own ongoing personal development and growth of expertise.

Participate in training and other learning activities and performance development as required.

OTHER

Promote teamwork to ensure effective working relations.

Treat all users of the academy Trust with courtesy and consideration.

Carry out any other reasonable responsibilities, as directed by the Headteacher, compatible with the role and grade for this post.