The Sandon School

Pastoral Administrator – Part-time

Overview

Required from September 2025, a strong administrator to assist the student admin office in providing pastoral administrative support to the Heads of Year, Pastoral Leads along with whole school administration.

Further information on the role, including a detailed job description and person specification, is included in the Information Pack or by contacting Recruitment by emailing recruitment@sandon.essex.sch.uk.

We are committed to safeguarding and promoting the welfare of children. Appointments will be subject to references and enhanced DBS checks.

The closing date for applications is the Midday on Friday, 9 May 2025.

We reserve the right to close this vacancy early and encourage candidates to complete and return applications as soon as possible

Duties

JOB ROLE:

Supporting Head of Year and Pastoral Lead with pastoral and student admin.

DUTIES:

Administration

To provide administrative support including word processing and clerical duties for Head of Year/Head of School/Pastoral Leads.
To provide administrative and general support for Parents’ Evenings, Open evenings, and whole school events

To co-ordinate the arrangements for lost property and confiscated mobile devices

Student behaviour support including recording of events and letters to parents/carers, assisting in the administration of detentions and the Reflection Room for Year group
To update management information systems for students as required
Assisting with attendance marks (where necessary), liaising with the Attendance/Admissions Administrator/Officer
To take minutes of a meeting as required

Assist with covering Reception at the request of the Business Manager
Flexibility around covering colleagues in their absence, working additional hours as necessary
To co-ordinate students late to school and late to lessons and sanctions set, alongside attendance team
To oversee lost room spreadsheet and attendance at the LOST room, escalating sanctions where appropriate
Administration of internal suspensions.
To make referrals to outside agencies in liaison with Pastoral Lead
To complete any relevant pastoral paperwork, such as Headteacher’s decision to suspend
To support attendance team and pastoral leads with welfare calls
To chase any documentation that is needed in terms of safeguarding information/HR for external visitors
To chase any other relevant documentation needed by the HOY, HOS and Deputy Headteacher from external sources
Administration for certificates, queue jumps, etc. for year group assembly
To complete all booking forms for internal events
To work closely with pastoral lead and head of year to make sure all SIMs linked documents, initiatives are accurate and up to date.
To make sure all report cards and pastoral paperwork (such as statements and parental meeting forms) are copied and available for the pastoral team to use
To support with the administration of late gate
To work with the Head of Year to keep up to date records where needed (behaviour point spreadsheet)
Assisting with administration for careers where necessary
Work alongside the Head of Year to produce the weekly tutor bulletin
To assist with the weekly student bulletin

First Aid

To be one of the school’s designated first aiders
Assist students who attend the medical room
Telephone parents/ambulance service as necessary
Attend Interhouse day as the designated first aider
Attend medical issues with staff
To ensure all paperwork is completed in a timely manner
To ensure the Business Manager is informed of any accidents that are reportable to RIDDOR within the deadline set by the Health & Safety Executive
To organise and attend injections for their year group, liaising with NHS

General

To participate in the performance and development review process, taking personal responsibility for identification of learning, development, and training opportunities in discussion with line manager
To comply with individual responsibilities, in accordance with the role, for health and safety in the workplace
To ensure that all duties and services provided are in accordance with the school’s Equal Opportunity Policy

The Governing Board is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share in this commitment.

This job description is not an exhaustive list, and you will be expected to carry out any other reasonable tasks as directed by your line manager or under the reasonable direction of the Headteacher/Business Manager.

Personal attributes

Qualifications & Experience	Specific qualifications	· GCSE English & Maths Grade C/4 or above · First aid training or willingness to be trained
	Knowledge, skills & experience	· Experience of establishing effective, appropriate relationships with a variety of young people at the relevant age and their families. · An understanding of safeguarding and child protection procedures or the willingness to train · Effective communicator with a wide range of stakeholders · Experience of working in a similar role in a school environment (desirable) · Experience of working with management information systems (SIMS desirable)
	Literacy	· Confident reading and writing skills
	Technology	· Excellent IT skills including Word and Excel
Working with Children	Behaviour Management	· Able to understand and implement the school’s behaviour management policy
	Curriculum	· To be able to understand the learning experience provided by the school
	Child Development	· Basic understanding of the way in which children develop
	Health & Wellbeing	· To be able to understand the importance of physical and emotional wellbeing
Working with others	Working with partners	· To be able to understand the role of others working in the school
	Relationships	· The ability to build open and honest relationships
	Teamwork	· Work effectively as part of a team · Ability to work independently · Know when and how to seek support · Know when and how to hand over control · Knowledge of own position within a team environment and the boundaries which apply
	Information	· The ability to provide timely and accurate information
Responsibilities	Organisational skills	· To have good organisation skills
	Time Management	· The ability to manage own time effectively
	Creativity	· To be able to demonstrate creativity and an ability to resolve problems independently
General	Equalities	· To be able to demonstrate a commitment to equality
	Health & Safety	· A good understanding of Health & Safety
	Child Protection	· To be able to understand and implement child protection procedures
	Confidentiality/Data Protection	· To be able to understand procedures and legislation relating to confidentiality
	CPD	· To be prepared to develop and learn in the role

Salary & Benefits

This post is paid on Pay Scale 3 points 5-6. The full time pay range for this role is £24,790-£25,183 (pay award pending) and the actual salary for this part-time post will be £17,232-£17,505 per annum (pay award pending). These figures include holiday pay entitlement. Holiday will be deemed to be taken during school closure periods. There is no entitlement to take holiday during term time. Employees are paid monthly in twelve equal payments across the year.

Probation

All individuals new to employment with the school will be required to satisfactorily complete a six-month probationary period.

Key Information for candidates

Hours per week: 30 hours

Initial working pattern: 8.00am to 2.00pm – no break or

8.30am to 2.30pm – 30 minutes unpaid break

10.00am to 4.00pm – no break or

9.30am to 4.00pm – 30 minutes unpaid break

2 posts available spread across the hours – to be agreed

Working weeks per year: 39 weeks (term time, plus 5 non-pupil days)

Holiday entitlement: Pro-rated holiday entitlement (including public holidays)
for this post is 5.7 weeks pa

This is a part-time post, and the successful candidate will work during each week of term time including 5 non-pupil days – staff training.

Safeguarding

We are committed to safeguarding and promoting the welfare of children. Our Safeguarding Policy is widely available and the latest version can be seen on our website. All appointments will be subject to satisfactory references and enhanced DBS checks.