Pastoral Coordinator

We are seeking for the position to start in January 2025.

To support the Vice Principal (Wellbeing and Achievement) and Pastoral Leadership Team by providing efficient and effective administrative support, undertaking data entry/extraction and analysis using SIMs or Seqta, and other general administrative duties. Lead in the effective recording, reporting and analysis of attendance data. Develop a high public profile interacting professionally with all stakeholders – staff, students and parents/guardians.

General responsibilities and duties

Main responsibilities will include:

• Role model a professional ‘public face’ of pastoral care at SJI International with all stakeholders. Comprehensive data analysis of SIMS or Seqta to produce reports and inform intervention for each Head of Grade focusing on behaviour, attendance, wellbeing and achievement (Grade 7-12).
• Lead other Office Administrators to provide effective recording and reporting of data associated with SIMS or Seqta Registration and Lesson Monitoring.
• Lead other Office Administrators to support for Heads of Grade with comprehensive administration support for all students within the Grade System (7-10).
• Liaise directly with staff, students and parents/guardians regarding welfare and progress concerns.
• General office duties e.g. maintenance of filing system, photo copying, and collating reports.

Specific responsibilities will include:

Attendance

• Oversee the recording of student registration ensuring that all staff complete the Seqta registration system effectively and in a timely manner. Challenge patterns of inefficiency in staff, and defer to the Vice Principal as required.
• Oversee the work of other Pastoral Administrators, who receive telephone calls and contact parents and staff regarding absences on a daily basis. Ensure that systems for data entry are accurate, consistent and responsive.
• Extract and analyse SIMS or Seqta data to generate and disseminate reports concerning absence and lateness to HOGs, Head of Senior School (HSS) and Tutors.
• Proactively monitor patterns of lateness/absence, seeking confirmation of reasons behind such a pattern from parents/guardians and collaborating with Heads of Grade on interventions.
• Ensure attendance records, registers and SIMS/Seqta are updated regularly to adhere to efficient and effective Fire Alarm/Evacuation procedures.
• Administer the Additional Reflection Time and associated staff rota and ensure that information is communicated effectively with parents/guardians and all other relevant stakeholders.
• Coordinate rewards and certificates for students who achieve high levels of attendance or punctuality at the end of each term, and the academic year.

Behaviour and Welfare

• Develop positive relationships with students, staff and parents/guardians, to consolidate a professional yet personal approach to pastoral care.
• Use SIMS/Seqta data to generate and disseminate reports concerning behaviour and attendance to inform the Pastoral Team.
• Lead and manage the administration of Health Promotion Board visits to SJII (HPV Vaccination and Health and Dental Screening).
• Administer Fixed Term Exclusion process as directed by VP Pastoral and/or Principal.
• Provide administrative support for the Learning Development Team, in particular keeping SEN records up to date, and ensuring staff have appropriate access to Individual Education Plans.
• Provide administrative support for the Heads of Grade, in particular through administering Round Robin surveys.

Communication and Meetings

• Organise the sending of emails/communication with the wider community that are accurate ensuring that they have been proof-read and are consistent with our policies and procedures.
• Organise and keep up-to-date records and templates for communication between the Pastoral Team and parents.
• Manage invitations and requests for meetings between members of the Pastoral Team and parents and/or external visitors.
• Organise the calendar invitations, room bookings, agendas and minutes for regular meetings, such as the Head of Grade meeting and Integrated Wellbeing Meetings.
• Take accurate and efficient minutes in meetings that represent the discussions had and actions with key persons highlighted.

Other

• Coordinate the organisation of Pastoral events such as transition, orientation, parent coffee mornings and parent information evenings.
• Manage the student hub space including purchasing of furniture, maintaining equipment and ensuring it is a functional and welcoming space.
• Monitor and manage the distribution of hard copy documents within the Student Hub.
• Manage and keep up to date the Pastoral Shared Drive with templates and relevant documents.
• Administration of High School transition arrangements for Grade 6-7 students, working collaboratively with the Heads of Grade and Admissions Officer.
• Administration of the Grade 7 and 8 Pastoral Day.
• Coordinate annual school photos through liaising with the ACo, external vendors and all other relevant participants.
• Administration of other processes and procedures related to Home-Based Learning in accordance with MOH guidance.
• Carry out any other duties as required by the Vice Principal, as may be deemed appropriate.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Pastoral Coordinator – Person Specification

• Excellent written and oral communication
• High level of proficiency using a variety of software and platforms e.g. SIMS; Microsoft applications, Google Sheets, Google Calendar etc.
• Able to use initiative, well organised, flexible, and able to work under pressure.
• Solutions focused, with the ability to resolve ‘difficult conversations’ with all stakeholders.
• Ability to prioritise effectively to manage your own workload.
• Ability to undertake work of a variety of advanced tasks which require detailed knowledge and skills in a specialist discipline of pastoral care.
• Demonstrate initiative in solving problems and developing the efficiency of systems within the Pastoral Team.
• An attitude of growth and a desire to learn and develop in your role.

• Experience of working in a school administration setting.
• Competence in key systems; SIMS.
• Experience of wider school systems and processes; transitions, CCAs, Admissions etc.
• Experience of working in a Pastoral/Wellbeing setting.

• Creativity when producing and designing reports based on a limited brief.
• Work with autonomy and lead on developing data analysis within the Pastoral team to improve internal school systems.
• Show leadership in analysing and interpreting data in response to requests from senior staff and subject leaders.
• Ability to use advanced formulas, macros and advanced functions to manipulate data.

• Communicates effectively with all stakeholders, particularly parents, students and staff.
• Awareness of child protection and safeguarding issues in a school environment.
• Observes protocols of confidentiality.
• Can effectively work in an Office environment with frequent and prolonged use of IT equipment.
• Ability to adapt to frequent interruptions across a variety of subjects, usually of an immediate nature, producing pressure on deadlines.
• Ability to communicate effectively with parents on a wide range of issues/topics that pertain to the experience of a High School student.

• Educated to tertiary level or above.
• Evidence of continuous professional development relevant to the post.