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Pastoral Administrator

Job Title: Pastoral Administrator
Contract Type: Permanent
Location: Sutton, Surrey
Salary: £20000 - £24000 per annum
Start Date: September 2018
REF: P.A/Admin_1532339358
Contact Name: Richard Brittain
Contact Email:
Job Published: about 4 years ago

Job Description

Uniform Education are proud to be working alongside this outstanding secondary school in Sutton who are seeking a Pastoral Administrator.


Post Title Pastoral Administrator


To provide administrative support for pastoral and other school requirements, which will involve effective and efficient organisational and administration duties

Reporting to:

Business Manager


  • Help to maintain the student records and archive systems including filing and maintenance of non-computer based records.
  • Use the school's communication system to send messages to parents.
  • To provide clerical support to the Pastoral Team, including copying, creating signage, updating contact lists, filing and booking rooms
  • Responding to Parent Letters and Student Support emails
  • Logging Removal from Class; organising Saturday Detentions
  • Making appointments for the Pastoral Leads with parents
  • Work within the school's financial procedures.
  • To maintain confidentiality at all times in respect of school-related matters and to prevent disclosure of confidential and sensitive information.
  • Organise supplies and orders for the Pastoral Team
  • Send whole school letters regarding Pastoral matters
  • Send Individual Review letters
  • To be part of the school telephone system second point of call phones, forwarding calls as appropriate and taking messages as required.


  • Collect Students from Lessons
  • Issuing and recording Toilet and Exit cards
  • Organise work in school for students with mobility issues or on exclusion
  • Disseminate student risk assessments as appropriate to staff
  • Transfer non child protection files for leavers to other schools
  • Update Medical Needs Indicator
  • Create and collate certificates/prizes at end of term
  • Generate student reports for meetings
  • Keep a register of Dual registered students
  • Assist with Exam catch-up


  • To manage the Parents Consultation Evenings for Years 7-11 (Dates set in the calendar by SLT Each Year).
  • To manage the Academic Review Day (ARD) for Years 7-11 (Dates set in the calendar by SLT Each Year).
  • To use the schools scheduling software to ensure there is a fair distribution of appointments
  • To communicate with parents regarding specific student/times and providing them with the individual student schedule.
  • To provide schedules ready for the Parent Consultation evening or Academic Review Day for parents and staff


  • To work with the Deputy Head to organise the Year 11 interviews with SLT twice a year.
  • To manage all the communications required to ensure all Year 11 students have appointments
  • To provide all paperwork for each SLT including data (in liaison with the Data Officer) needed to inform the interview.


  • To have responsibility for the student lockers throughout the school.
  • On an annual basis organise the return of the keys for Year 11 and Year 13
  • To ensure there are sufficient lockers around the school and to identify new locations for lockers to be placed
  • To manage the database (Excel spreadsheet) that hold the student/locker information
  • To ensure new keys are ordered when students loose them when they have paid the fee.
  • To liaise with the Admissions Officer regarding the requests for lockers from the transition paperwork.


  • To be part of the First Aid Team (training provided).
  • To care for sick students, administering first aid as necessary and contacting parents where required. First Aid Training is provided.
  • To deal with sick students and administer first aid if required.
  • Enter accident forms on to online system


  • Cover aspects of other administration colleague's role on an ad hoc basis, should the need arise.
  • To provide cover for the School's Reception and deal with general enquiries from students, visitors, parents etc.
  • To work with the wider Administration Team as required for specific whole school needs


  • Be aware of and comply with policies and procedures relating to Child Protection, equal opportunities, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
  • Be aware and ensure all students have equal access to opportunities to learn and develop.
  • Participate in training and other learning activities as required.
  • Attend and participate in regular meetings.
  • Respect confidentiality at all times.
  • To carry out any such comparable duties as may be required by the school.
  • A flexible attitude to all duties is required


  • Willing and able to participate in further training for this post
  • Willing to take part in an ongoing process of personal development and review.
  • Willing and able to deal with disruptive students, e.g. on truancy patrols, aggressive behaviour, etc.
  • Develop an up to date knowledge of strategies to improve behaviour and develop the skills to identify the most suitable strategies for individual students

Please contact Richard Brittain immediately if this vacancy is of interest.