Job description: Therapeutic Services / Education Administrator (Part-time - 22.5 hours) Salary Range: RSD 62 Responsible to: Therapeutic Services Manager Responsible for: Provision of a comprehensive, administrative function supporting all aspects of the therapeutic services. Working with: Other education administration staff PURPOSE OF THE JOB Provide administrative support to the Academy s Therapeutic Services Manager. Work in a team providing a comprehensive, administrative function supporting all aspects of therapeutic services administration. Perform Clerking duties to two governing committees, for a specific number of hours each half term as agreed with line manager. KEY RESPONSIBILITIES Special Educational Needs/Disabilities Therapeutic Allocation 1. To deal with telephone, e-mail and enquires relating to student allocation and external visiting professionals. To maintain appropriate records and follow ups. To monitor and report to the Therapeutic Services Manager 2. Maintain the therapeutic services email account 3. Under the direction of the Therapeutic Services Manager set up and administrate a system to collate the therapeutic services hours, attendance, toil and overtime 4. Under the direction of the Therapeutic Services Manager undertake the administration in connection with student case load and allocation including, issuing letters, processing files, updating the MI system, SIMS, in liaison with the services manager 5. Ensure accurate and current Statement of Educational Needs information is held for all students 6. Liaise with Local Authorities and external agencies and other funders regarding service level agreement information and ensure that relevant allocation information is held on file for students 7. Administrate and coordinate meetings and events with external agencies and internal teams 8. Ensure the Therapeutic Services meetings have a common minute and reporting framework. The administrator will hold staff to action for actions and diarise meetings across the annual calendar. The referral and allocation meetings should be particularly tight and focused on this specific area 9. Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel and SIMS to produce correspondence and documentation, maintaining records, spreadsheets and databases 10. To prepare report monitoring the effectiveness of therapeutic provisions 11. Book rooms and conference facilities 1
12. Order stationary and equipment 13. Book travel and accommodation 14. Support the organisation and smooth running of professional days 15. Monitor any therapy input ensuring that intervention records and individual caseloads are updated within the agreed timescales, following up any shortfalls 16. Support the Therapeutic Services Manager to audit Statements of Needs, LDA s and EHCP s 17. Under the direction of the Therapeutic Services Manager communicate with the relevant members of the team to ensure that information collected supports reporting requirements. Caseload Management 1. To set up and administer the therapeutic services case load management system including inputting case load, allocating students as directed by the therapeutic services manager. 2. Administer the referral process and feed into the management system. 3. Run reports to monitor therapeutic services input from the case management system. 4. Maintain the management system following up deadline and therapeutic services inputs. Service Level Agreement 1. Under the direction of the Therapeutic Services Manager communicate with external agencies and Local Authorities ensuring that SLA s are in place and relevant in a timely manner 2. Under the direction of the Office Manager compile quotes for outreach services and the transfer of fees for services and equipment to the Academy Finance Department. 3. To ensure that all relevant information is held on file for students to meet audit requirements Information management 1. To act as system administrator for the student MI system, including ensuring that the data held is accurate, secure and complete at all times. 2. To enter key data in relation to therapeutic provision, Annual Reviews, timetables, assessments and key meetings 3. Administrate the provision mapping and Academy Assessment Framework system ensuring that those involved in the system complete the process. 4. Liaise with other users of the system to ensure that capture of student data such as SEN data and audiology is effective and efficient 5. To produce reports as required Clerk to the governors committees teaching and Learning and Behaviour and safety 1. Arranging meeting timetables 2. Preparing and distributing agendas, minutes and papers for all meetings 3. Attendance and minute taking at governor's meetings and sub-committee meetings 4. Maintaining the policy review cycle 5. Supporting the recruitment and induction of new governors Student Annual Reviews 1. To arrange Annual Review meetings (and ensuring that meetings are serviced effectively) 2. To liaise with teachers, parents and external professionals and (ensuring that reports and feedback is available in good time) 3. To take minutes at meetings, compile and distribute reports 2
Quality assurance 1. To contribute to an internal audit function to assure the quality and accuracy of student paper and electronic records 2. To evaluate the effectiveness of therapeutic administration and make improvements as required Other duties 1. To contribute to any other aspects of therapeutic administration as required including reception cover as necessary 2. To participate in annual performance appraisals and undertake relevant staff development 3. To be responsible for the health and safety of self and others 4. To be responsible for promoting and safeguarding the welfare of children and young adults responsible for (or come into contact with) in accordance with the Academy s Child Protection Policy & Procedures 5. To provide cover in other areas as required 6. To carry out any other appropriate duties requested by your line manager and/or the Education Admin Manager The above list is indicative and not exhaustive. The Therapeutic Services/Education Administrator is expected to carry out all such additional duties as are reasonably commensurate with the role. 3
Person specification: Therapeutic Services/Education Administrator Criteria Essential Desirable SKILLS & ABILITIES Able to plan and prioritise workloads, often with conflicting demands, to ensure deadlines are met. Good analytical skills in the area of information management and use of data. Good administrative skills and a high degree of accuracy Ability to handle sensitive and confidential information Good numeracy skills with ability to compile information and statistics. Good literacy skills with ability to write letters and short reports Good inter-personal skills, ability to work effectively with others Ability to use own initiative appropriately KNOWLEDGE & QUALIFICATIONS Good general education to at least 5 GCSE grade A-C including GCSE English (or equivalent qualification) Good knowledge of Microsoft Office, particularly Word, Excel and Access British Sign Language Level 1 or above Willingness to study towards BSL level 2 An understanding of the requirements of the Data Protection Act EXPERIENCE Operating administration systems both paper based and electronic Experience of developing robust and effective Data Management Systems Experience of introducing, using and updating administrative systems and processes which are fit for purpose. Experience of servicing meetings, including distributing accurate minutes. 4
Experience of working with Deaf people and/or with students with special educational needs Working within the education sector Administration related to Special Educational Needs (SEN) PERSONAL QUALITIES Attention to detail and a strong commitment to first-class internal and external customer care. Enthusiastic problem solving mentality Due to the level of responsibility the post holder must be able to deal effectively with the pressure and stress associated with this position. Decisiveness and able to act promptly under pressure. Have a positive demeanour and a can do attitude. I accept this job description as a definition of the key responsibilities and duties of the post of Therapeutic Services/Education Administrator. I appreciate that the above list is not indicative and exhaustive and that additional duties as reasonably commensurate with the role may be required of me. Signed... Date... Print name... 5