Administrator (Year Team)

Swanshurst School; Birmingham; On-site; GBP 18,000 - 24,000; Full time

Job summary

Swanshurst School in Birmingham is seeking an Administrator to join the pastoral admin team within the Year Groups. The successful candidate will provide holistic administrative support to the Year Team, with a focus on efficient processes and strong communication.

You will handle attendance, pupil records, admissions, reporting and parental correspondence, maintain the Year Team's diary, and assist in safeguarding and pre-employment checks as required.

Qualifications

• Strong IT skills with Excel and Office proficiency.
• Experience with school management software (SIMS) desirable.
• Excellent communication and high level of organisational ability.
• Ability to prioritise tasks and support a Year Team.

Responsibilities

• Provide holistic administrative support for the pastoral Year Team.
• Administer attendance, punctuality, absenteeism, pupil roll, admissions, reporting and parental communication.
• Produce data reports for the Head of Year.
• Maintain accurate pupil filing and minute-taking in parental meetings.
• Manage the Year Team’s diary and coordinate referrals to external agencies.

Skills

IT skills

Excel

Microsoft Office

SIMS

Tools

SIMS

Job description

Swanshurst is a large, outstanding school for girls aged 11-19 years. We offer excellent support and CPD for staff at all stages of their career. Ofsted (May 2024) described our school to be “an exceptional place for pupils to learn”. They described the curriculum as “exemplary” and one which “explodes into life in the classroom”. In relation to staff wellbeing, they noted that “The school is conscious of staff workload and well-being and is committed to achieving excellence in a sustainable way.” We are exceptionally proud to have been judged ‘Outstanding’ in two consecutive inspections. Ofsted (2024) judged Swanshurst to be Outstanding for a second time. Our Ofsted report can be found here.

The school is part of the newly formed West Midlands Academy Trust (WMAT) which opened in January 2025. As one of the three founding members, the school has been integral to forming the Trust’s mission:

Relentless focus upon delivering an excellent Quality of Education, resulting in strong progress and attainment for all groups of pupils.

Emphasis upon personal development and well-being for staff and pupils.

Why Join Us?

• Be part of a school that is committed to excellence and innovation.
• Work in a supportive and inclusive environment that values diversity and promotes equality.
• Benefit from opportunities for professional development and career progression.
• Join our school as we embark on an exciting journey with our newly formed Multi Academy Trust - West Midlands Academy Trust.

We are looking to appoint an Administrator to work within the Year Teams as part of the school’s pastoral admin structure.

The successful person will have very good IT skills particularly in Excel and other Microsoft Office packages. An appreciation of school management software e.g. SIMS, would be desirable but not essential, training will be given.

This is an exciting opportunity to develop a broad range of knowledge and skills, and to provide support to a Year Team as they carry out their complex and demanding role.

The position requires strong communication skills, a flexible approach, high levels of personal organisation and independent prioritisation of work. The successful candidate will be the holistic administrative support for a pastoral Year Team - supporting them to have outstanding impact. The role will include:

administration of daily and other periodic processes connected to attendance, punctuality, persistent absenteeism, pupil roll, admissions, reporting, parental communication, reports and raising achievement

administrative oversight of legal escalation procedures such as SPOTLIGHT, fixed penalty notices for holidays during term time and referrals to local authority intervention teams

producing data reports for the Head of Year

accurate documentation and record keeping including minute taking in parental meetings

accurate pupil filing system management

management of the Year Team’s diary

compiling and preparing referral evidence to support leaders to work with external agencies

The successful candidate will support a Year Team in their direct work with pupils and families and the life changing opportunities effective pastoral care supports.

Extensive training, line management and mentoring will be provided.

WMAT is committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share this commitment. This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020, which means that when applying for certain jobs and activities certain spent convictions and cautions are ‘protected’ so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account.

Safeguarding is our top priority. We encourage all applicants to review our Safeguarding and Child Protection Policy which outlines our commitment to the safety and wellbeing of students.

The successful applicant will be subject to all necessary pre-employment checks including enhanced DBS, Prohibition Check, qualifications (where applicable), medical fitness, identify and right to work.

This post is covered by Part 7 of the Immigration Act (2016). Therefore, the ability to speak fluent and spoken English is an essential requirement for this role.

To comply with Keeping Children Safe in Education, we will seek and scrutinise references prior to interviews. Referees will be contacted to provide further clarification if needed. All information provided by referees will be compared for consistency against the information disclosed in your application form, and you will be asked about any discrepancies at interview.

Short listed candidates - an online search will also be carried out as part of due diligence on all short-listed candidates.