Independent Schools Association (ISA)
Cover & Attendance Officer
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Cover and Attendance Administrator
The Grange School is seeking to appoint a highly organised and dependable Cover and Attendance Administrator to play a vital role in the smooth daily operation of the School.
Description
The Grange School is seeking to appoint a highly organised and dependable Cover and Attendance Administrator to play a vital role in the smooth daily operation of the School.
This is a key administrative position responsible for coordinating staff cover to ensure continuity of teaching in the event of absence, alongside managing student attendance processes in line with school protocols and safeguarding expectations.
Working early each day, you will liaise with teaching staff and leaders to deploy cover efficiently and support the monitoring and follow-up of pupil absence, including communication with parents and carers.
We Are Looking For Someone Who Is:
- Highly organised, calm, and able to work under pressure
- Confident in making decisions in a fast-paced environment
- Skilled in administrative systems and communication
- Committed to safeguarding and the welfare of children
This role is ideally suited to someone who enjoys structured, operational work and is able to contribute significantly to the daily rhythm of school life.
Reporting to:
Deputy Head (or nominated senior leader)
Location:
The Grange School, Hartford
Hours:
25 hours per week, 07:20 – 12:30, Monday to Friday, term time only plus Inset Days
Purpose of the Role
To ensure the effective coordination of staff cover arrangements for teacher absence and to manage student attendance processes, ensuring accurate records, timely follow-up, and compliance with school policies and safeguarding requirements.
Key Responsibilities
Cover Coordination
- Manage the daily cover process for teaching staff absence
- Allocate cover staff to lessons in a timely and efficient manner
- Liaise with teaching staff, supply agencies, and senior leaders regarding cover needs
- Maintain accurate records of staff absence and cover allocation
- Ensure cover arrangements are communicated clearly to staff each day
- Support forward planning for known absences where possible
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Attendance Administration
- Monitor and review student registers daily to identify absences
- Record and update attendance information accurately on the School’s management information system
- Follow up unexplained absences promptly in line with school procedures
- Contact parents/carers via telephone, email, or other agreed communication methods to establish reasons for absence
- Maintain accurate records of communications and reasons for absence
- Escalate attendance concerns in line with safeguarding and attendance protocols
Safeguarding and Compliance
- Ensure all absence follow-up supports safeguarding expectations (e.g. first-day response)
- Identify and escalate patterns of concern (e.g. repeated or unexplained absence)
- Work closely with pastoral staff and safeguarding leads where concerns arise
- Maintain confidentiality and handle sensitive information appropriately
General Administration
- Provide administrative support related to attendance and staffing where required
- Contribute to reports on attendance and staff absence as requested
- Support the continuous improvement of systems and processes
- Undertake training relevant to the role, including safeguarding
Person Specification
Essential
Qualifications & Training
- GCSE English and Maths (Grade 4/C or above or equivalent)
Experience
- Experience in an administrative or coordination role
- Experience of working with data and maintaining accurate records
- Experience of working in a fast-paced environment with competing demands
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Skills & Knowledge
- Excellent organisational skills and attention to detail
- Ability to prioritise and respond quickly to changing situations
- Strong communication skills, both written and verbal
- Ability to remain calm and professional under pressure
- Good IT skills (including use of management information systems and Microsoft Office)
Personal Attributes
- Reliable, punctual, and highly organised
- Proactive and able to work independently
- Professional and discreet in handling sensitive information
- Approachable and able to build positive relationships with staff and parents
- Strong sense of responsibility and accountability
- Commitment to safeguarding and promoting the welfare of children
Desirable
Qualifications & Training
- Administrative or business-related qualification
- Training in safeguarding or attendance systems
Experience
- Experience working in a school or educational setting
- Experience of managing schedules, rotas, or staffing arrangements
- Experience of attendance monitoring or similar processes
Skills & Knowledge
- Knowledge of school attendance procedures and expectations
- Familiarity with safeguarding responsibilities in a school environment
Additional Information
- The early start time is essential to ensure cover arrangements are in place before the school day begins
- The role is term time only in line with operational need
- The position is central to safeguarding, particularly in relation to first-day absence follow-up
- The role requires flexibility and responsiveness due to the unpredictable nature of staff and student absence
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