Cover Administrator/Supervisor/Registrar

Protocol Education Ltd; Northolt; On-site; GBP 60,000 - 80,000; Full time

Job description

Working Hours: Monday to Friday, from 6:45 AM to 3:00 PM

The role is under the direct supervision of the Assistant Principal for Curriculum, Timetabling & Operations, and involves working as part of a team to ensure the efficient organisation and operation of key areas within the Academy.

This position requires flexibility to meet important deadlines throughout the academic year, such as government returns and providing statistical data to support meetings with the Board of Trustees.

The postholder is directly responsible for managing the administration, organisation, and smooth operation of daily cover for staff absences. This includes maintaining the Cover Diary, proactively scheduling cover lessons, liaising with supply agencies, and welcoming and supporting new supply staff.

Daily Cover Administration:

1. Maintain and manage the Cover Diary.
2. Monitor the answer phone and email inboxes for staff absence notifications.
3. Arrange daily cover for absent staff in both the Secondary and Primary phases.
4. Proactively schedule cover lessons throughout the week to minimize the need for external supply staff.
5. Coordinate with Primary Reception and the PPA Cover Assistant to arrange cover for Primary staff.
6. Communicate with the senior leadership team regarding daily cover needs.
7. Work with HR to manage long-term cover bookings and maintain absence records.
8. Provide daily reports of staff absence and reasons to relevant personnel.
9. Submit weekly supply returns to the Finance Department and authorize timesheets.
10. Collaborate with Cover Supervisors to ensure they are fully briefed on their assignments.
11. Coordinate with supply agencies to bring in external supply staff when necessary.
12. Address any issues related to cover arrangements with staff and follow up on non-compliance with school policies.

Additional Duties:

1. Assist in producing data for meetings with the Board of Trustees, Local Authority, and external organizations like Ofsted.
2. Support the Assistant Principal in organizing and uploading the Academy Calendar annually.
3. Help with the writing and organizing of the Secondary Phase duty rota, ensuring adequate daily cover for staff absence.
4. Ensure the safeguarding and welfare of children and young people in accordance with the Academy's policies and staff code of conduct.
5. Maintain a focus on health and safety while at work and cooperate with the Board of Trustees and management to maintain a safe workplace.
6. Uphold equal opportunity principles in all tasks and responsibilities.
7. Undertake any other reasonable ad-hoc tasks or administrative services as required.

All applicants will require the appropriate qualifications and training for this role. Please see the FAQs on the Protocol Education website for further details.

All pay rates quoted will be inclusive of 12.07% statutory holiday pay. This advert is for a temporary position. In some cases, the option to make this role permanent may become available at a later date.

Protocol Education is committed to safeguarding and promoting the welfare of children. We undertake safeguarding checks on all workers in accordance with the DfE statutory guidance ‘Keeping Children Safe in Education’. This may also include an online search as part of our due diligence on shortlisted applicants.

We offer FREE online safeguarding and Prevent Duty training to all our workers. All candidates must undertake or have undertaken a valid enhanced Disclosure and Barring Service (DBS) check and subscribe to the DBS Update Service.

Full assistance provided. For details of our privacy policy, please visit the Protocol Education website.