Cover and data administrator

The Grammar School at Leeds; Leeds; On-site; GBP 12,000 - 28,000; Part time

Job summary

An established educational institution is seeking a meticulous Cover and Data Administrator to enhance operational efficiency. This dynamic role involves managing colleague absences, ensuring data integrity, and supporting various administrative processes. The ideal candidate will thrive in a collaborative environment, utilizing their strong organisational skills and attention to detail. With a commitment to safeguarding and promoting student welfare, this position offers the chance to contribute meaningfully to the school's success. Join a supportive team dedicated to high standards and continuous improvement, with ample opportunities for professional development.

Benefits

Enhanced school holidays

Childcare during INSET days

Personal pension plan

Training and CPD opportunities

Colleague lunches

Access to GP provider

Employee Assistance Programme

Colleague discounts

Onsite gym and swimming pool

Free car parking

Qualifications

• Experience in administrative positions handling sensitive information.
• Understanding of data protection and safeguarding principles.

Responsibilities

• Coordinate cover for colleague absences and manage school data.
• Prepare data returns for regulatory bodies and maintain timetables.

Skills

Microsoft Office (Excel, Word, Outlook)

Data Management

Organisational Skills

Attention to Detail

Education

GCSEs in English and Maths

Relevant Qualification or Degree

Tools

SIMS

Job description

Salary GSAL point 19, £27,272 full time equivalent. Actual salary payable based on 20 hours per week, term time only plus five days £12,360.92

Start date As soon as possible subject to recruitment checks

This is a Fixed term , Part time - term time vacancy.

The Vacancy

Contract: Fixed-term for nine months, term-time only plus five days

Hours:20 hours per week

The Grammar School at Leeds (GSAL) is looking to appoint a highly organised and detail-oriented Cover and Data Administrator to join our busy data team. This varied and rewarding role supports both the smooth coordination of cover for colleague absences in our Senior School and the accurate management of our school’s data. The successful candidate will report directly to the Head of Data & Timetabling and play a crucial role in ensuring the daily operational efficiency of the school.

The role involves assigning lesson and duty cover for planned and unplanned colleague absences, maintaining the integrity of student data within our school systems, and carrying out regular audits and data cleansing. You will input and manage enquiry data following open events and oversee the student joiner and leaver process. In addition, you will manage the parents' evening booking system, monitor attendance, and assist with the administration of assessment procedures.

You will also be responsible for the preparation of data returns to a high standard for a range of regulatory bodies including the DfE, ISI, ISC, HMC, and Leeds Local Authority. The role includes assisting with the creation and ongoing maintenance of both the Primary and Senior School timetables, which involves inputting student subject options, allocating students to classes, managing PSHE rotations, and overseeing class suspensions where necessary. You will help maintain and support t the use of online textbook resources, and contribute to the smooth setup of systems ahead of each new academic year. In addition, you’ll be involved in implementing new administrative systems and will provide occasional cover for other administrative roles within the team as needed.

To be successful in this role, you should have previous experience working in administrative positions, ideally with a sound understanding of handling sensitive and confidential information. While experience in an educational setting or familiarity with school data systems such as SIMS is advantageous, it is not essential, as training will be provided. You must be confident with Microsoft Office applications, particularly Excel, Word, and Outlook, and demonstrate excellent attention to detail, organisational skills, and the ability to manage multiple deadlines efficiently. You should be adaptable, proactive, and able to work both independently and collaboratively as part of a team.

A minimum of GCSEs in English and Maths at grade C/4 or above is required, and a relevant qualification or degree would be beneficial. The successful candidate will have a strong understanding of the importance of data protection and safeguarding, and a clear commitment to promoting the welfare of children and young people. They will also be willing to work flexibly, including additional days in August as required.

GSAL was awarded North Independent School of the Year 2024 and Independent Secondary School of the Decade in 2021 and continues to be a friendly, fun and supportive environment with high investment in pupil and colleague wellbeing, while insisting upon and maintaining high expectations.

Enhanced school holidays (approximately 15 weeks taking into account the 5 paid plus days)

Childcare provided for colleagues’ children during school INSET days (from the age of 3 up to age 11)

Personal pension plan with Aviva up to 5% employee contribution and 10% employer (with the facility to pay higher or lower employee contributions)

Training and CPD available including five inset days per academic year

Colleague lunches: three courses for £2.40 available during school lunchtimes plus free tea, coffee and hot chocolate

Access to our GP provider, Health hero

Access to our Employee Assistance Programme well-being app, Vivup, offering telephone counselling, financial and legal advice plus 6-8 face-to-face counselling sessions

Colleague discounts through multiple providers, including Vivup, discounts for teachers and Extras

Beautiful lunch time walking routes around our 100 acre site

Onsite gym and swimming pool available for colleague use within set times as well as staff classes such as Pilates, meditation, kettlebells, spinning and bootcamps

Salary sacrifice schemes for cycle to work

Free car parking available on site

Use of the school’s extensive library facility

Generous leave of absence scheme to support our employees when they need it

Opportunity to be involved in extracurricular activities such as the staff pantomime, well-being committee or volunteer for community events

How to apply

Complete the online GSAL application form. For any enquiries about the vacancy, feel free to contact [e-mail]

More information about the role and responsibilities are contained in the job description and person specification attached in the documents section on our website advert.

Closing date for applications: 08:00 Thursday 1 May 2025