Upper School Attendance Manager

Upper School Attendance Manager for a well known School based in Egham, Surrey -Term time 41 weeks per school year which includes 2 weeks at the start of the school year and 2 weeks at the end, plus/including Professional Development days and refresher training during Work Week in August each year.

Specific responsibilities include (but are not limited to) the following:

Management and Organisation:
● Check the attendance system at every period, morning and afternoon, for compliance with the Department of Education (DfE) requirement for attendance records;
● Ensure class registers are checked for each lesson where students require frequent
monitoring. Liaise with the US Dean of Students to locate missing students promptly and, update as necessary the Upper School Deputy Designated Safeguarding Lead.
● Liaise with the Health Centre and the Boarding team daily on student absentees;
● For students whose attendance is being monitored, report in a timely manner to the team, unplanned absences and other attendance concerns;
● Respond to parent emails promptly regarding absences or requests for early dismissal;
● Liaise with the Team to ensure accurate attendance records are entered onto Axiom, for students who need to be excused from Advisory for other
commitments i.e. music lessons;
● Foster supportive relationships with parents/guardians/carers and liaise with them regarding attendance concerns and emails requesting early dismissal. Update records in Axiom as required;
● Check the authenticity of parent/guardian/carer email requests for student absence;
● Follow up on after school activities attendance that has not been reported or reported
incorrectly;
● Amend the previous day’s late attendance / absentees;
● Liaise with the Busing Coordinator each morning regarding late buses and missing students.
● Collate data and make all arrangements for detention, including staffing;
● Liaising with the Students, coordinate arrangements for detentions, internal discipline days (IDD), and Saturday School (SS), including allocating proctors;
● Each semester, print the updated Upper School student directory with photos and share with the security team;
● Update approved and unapproved requested absences;
● Liaise with the Boarding Team for any boarding requests for absence;
● Communicate with other teams to share student absence information, where siblings may also be involved;
● Update the Learning Management System (LMS) with field trips or planned absences to alert faculty of the student’s absence from school;
● Archive monthly attendance reporting (hard copy and electronic records) for
accrediting and inspecting bodies;
● Liaise with Upper school leadership and Pastoral Advisors on matters related to student life.
File all relevant attendance information and emails into the electronic student files, via the attendance email system;
● Assist  with lunch duty rot and schedule lunch duty cover
● Scan signing in/out sheets for Security and file in the attendance email system.

Data Compilation:
● Collate and electronically file reports in the Attendance email system.

Reports include but are not limited to:
o Health Centre report
o Tardy and absent report
o Planned absences and trips
● Run end of the day reports for daily attendance, including a Daily Class Attendance query, and where appropriate send emails to parents and students for resolution;
● Prior to the start of each school year, enter new advisory and student information into Axiom
● Compile a weekly report for student attendance below 90% along with absence code
● Provide quarterly statistics on grade-level and sectional attendance patterns.

Pastoral Responsibilities:
● Providing support for students who are in distress.
● Be a welcoming presence for students, create a welcoming and inviting atmosphere and act as a first port of call for students who require support.
● Distribute and collate the Student Agreement during Orientation week and when new students are welcomed to the school.
● Attend all mandatory training sessions, professional development days, to ensure safeguarding and role related training remains current and up to date
● Represent the School in a professional manner at all times by providing excellent customer service to students, staff, parents and visitors.

Distance Learning Responsibilities:
● When students are completing lessons via distance learning, the post-holder will  require to monitor, track and record the attendance of distance learners, informing parents/guardians when attendance concerns arise.

Additional Requirements:
● Answering telephone calls when the Upper School reception is not covered