SEN Administration Assistant

Good Shepherd Trust; Jacobs Well; On-site; GBP 24,000 - 30,000; Full time

Job summary

Good Shepherd Trust is seeking an efficient SEN Administration Officer to provide high-quality administrative support across GST schools, focusing on EHCP administration, record-keeping, and liaison with families and external agencies. You will back SENCos and school leaders, manage MIS data (Arbor), ensure GDPR compliance, meet statutory deadlines, and coordinate cross-site correspondence and referrals.

The role requires flexibility, excellent organisation, and the ability to work across

Qualifications

• Experience in administrative work in a school or similar environment.
• Excellent organisation, accuracy and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines across different schools.
• Confidentiality, discretion and professionalism.
• Confident using MIS systems (Arbor) and Microsoft Office.
• Ability to work independently and as part of a distributed team.

Responsibilities

• Prepare, collate, and distribute paperwork for EHCP annual reviews across multiple schools.
• Coordinate scheduling of review meetings, ensuring involvement of teachers, parents, and professionals.
• Take accurate minutes at review meetings and complete follow-up administrative tasks.
• Track EHCP review deadlines to ensure compliance with statutory timeframes.
• Support the maintenance and updating of SEN registers, monitoring lists and provision mapping for all allocated schools.
• Upload, store and manage SEN documentation in accordance with GDPR and Trust policies.
• Ensure all SEN information in MIS systems (e.g., Arbor/SIMS) is accurate, complete, and current.
• Support data preparation for census returns, inspections, and internal audits.
• Help coordinate and share SEN information with families, external agencies, and professionals as directed by the SENCO.
• Respond to telephone and email enquiries with professionalism and confidentiality.
• Liaise with Local Authorities for documentation, reports, transfers and related communications.
• Liaise with teaching staff, year leaders and safeguarding teams where SEN overlaps with pastoral needs.
• Support the maintenance SEN inboxes for multiple schools, prioritising follow-up and task allocation.
• Prepare letters, reports, templates and forms as requested by SENCos.
• Assist with organising SEN-related meetings, assessments, tours and transition activities.
• Support coordination of referrals to external services (EP, Speech & Language, specialist teachers, etc.).
• Undertake photocopying, filing, scanning and document distribution.
• Provide cross-school administrative resilience cover during peak periods.
• Travel between GST schools within the designated hub (mileage reimbursed in line with policy).
• Provide consistent processes, shared templates and high-standards of practice across settings.
• Work flexibly to prioritise workload based on school deadlines and SENCo requirements.
• Build positive working relationships with multiple SENCos and school administrators.
• Uphold strict confidentiality at all times when dealing with sensitive pupil information.
• Attend mandatory safeguarding and data protection training.
• Follow GST and school-level safeguarding procedures, reporting concerns immediately.Ensure safe handling, secure storage and lawful processing of all data.

Skills

Organisation

Attention to detail

Communication skills

Multitasking

Tools

Arbor MIS

Microsoft Office

Job description

To provide high-quality, consistent administrative support to the Special Educational Needs (SEN) functions across a group of GST schools. The post holder will support SENCos and school leadership by managing documentation, maintaining accurate records, coordinating EHCP processes, and acting as a key liaison for parents, staff and external agencies. The role helps ensures that statutory deadlines are met, systems are kept up-to-date, and communication is professional and timely., EHCP & Annual Review Administration

EHCP & Annual Review Administration

• Prepare, collate, and distribute paperwork for EHCP annual reviews across multiple schools.
• Coordinate scheduling of review meetings, ensuring involvement of teachers, parents, and professionals.
• Take accurate minutes at review meetings and complete follow-up administrative tasks.
• Track EHCP review deadlines to ensure compliance with statutory timeframes.

SEN Record Keeping & Data Management

• Support the maintenance and updating of SEN registers, monitoring lists and provision mapping for all allocated schools.
• Upload, store and manage SEN documentation in accordance with GDPR and Trust policies.
• Ensure all SEN information in MIS systems (e.g., Arbor/SIMS) is accurate, complete, and current.
• Support data preparation for census returns, inspections, and internal audits.

Liaison & Communication

• Help coordinate and share SEN information with families, external agencies, and professionals as directed by the SENCO.
• Respond to telephone and email enquiries with professionalism and confidentiality.
• Liaise with Local Authorities for documentation, reports, transfers and related communications.
• Liaise with teaching staff, year leaders and safeguarding teams where SEN overlaps with pastoral needs.

General Administrative Support

• Support the maintenance SEN inboxes for multiple schools, prioritising follow-up and task allocation.
• Prepare letters, reports, templates and forms as requested by SENCos.
• Assist with organising SEN-related meetings, assessments, tours and transition activities.
• Support coordination of referrals to external services (EP, Speech & Language, specialist teachers, etc.).
• Undertake photocopying, filing, scanning and document distribution.
• Provide cross-school administrative resilience cover during peak periods.
• Travel between GST schools within the designated hub (mileage reimbursed in line with policy).
• Provide consistent processes, shared templates and high-standards of practice across settings.
• Work flexibly to prioritise workload based on school deadlines and SENCo requirements.
• Build positive working relationships with multiple SENCos and school administrators.
• Uphold strict confidentiality at all times when dealing with sensitive pupil information.
• Attend mandatory safeguarding and data protection training.
• Follow GST and school-level safeguarding procedures, reporting concerns immediately.Ensure safe handling, secure storage and lawful processing of all data.

Experience

• Experience in administrative work in a school or similar environment.
• Excellent organisation, accuracy and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines across different schools.Confidentiality, discretion and professionalism.
• Confident using MIS systems (Arbor) and Microsoft Office.
• Ability to work independently and as part of a distributed team.

Desirable

• Experience supporting SEN functions.
• Experience using Edukey Provsion Map
• Knowledge of SEND Code of Practice.
• Experience minute-taking and producing accurate records.
• Experience working in a multi-school or trust-wide role.