Attendance Secretary

We are seeking to appoint an enthusiastic and well‑organised attendance secretary to join our team for two days per week (Thursday and Friday). The successful candidate will play a key role in supporting our attendance processes and ensuring a welcoming and efficient service.

Main Duties and Responsibilities

• To organise and manage a high-quality registration system.

• Manage day to day operations and maintenance of the registration system, updating all term information.

• To encourage all staff to consistently follow all registration legal requirements.

• To assist/support staff in the use of the systems, as relevant.

• To provide acute and timely monitoring reports.

• To communicate effectively with staff and parents on attendance matters. Inform and engage.

• To ensure with deputy head pastoral the school complies with legislation regarding attendance.

• Keeping abreast with any new regulations and communicating these to staff as and when.

• Ensure we follow a duty of care.

• To account for every pupil each morning for am registration.

• To alert deputy head and follow missing pupil policy of required.

• Ensure registers are kept secure for 3 years.

• Ensure registers available for inspection

• Liaise with form teachers to follow up all unexplained absences.

Key tasks will include:

• Maintain absence codes on SchoolBase.

• Update registers with term dates, marking out the holidays, study leave, visits.

• Check and act on daily emails from teachers or parents.

• Check daily and record absence messages from voicemail.

• Update SchoolBase/KIM with relevant information.

• Enter notes entered onto KIM for form teachers informing them of the reason for each absence.

• Keep file of information regarding any school trips or authorised absences agreed with the deputy head – check daily and enter onto SchoolBase/KIM.

• Check previous day’s absence call list – record continuing absences are recoded onto SchoolBase/KIM and follow up any concerns.

• Pull of a report of the morning’s absences with no reason (N’s) and follow up to ensure each pupil in the school is accounted for – enter with notes onto the system.

• Alert deputy head if pupil still missing – Missing Person Policy must be followed

• Be aware of pastoral concerns in daily dealings.

• Continually check registers during relevant half term period to ensure completed and any N’s remaining are followed up by the form teachers. Send notes and emails as reminders.

• Act as main contact for music school registrations.

• Act as main contact for the porters/reception – lates, signing in/out etc.

• Carry out final checking updating of the system and production of summary reports for the senior school at the end of each half term.

• Produce and store a paper copy of the whole school register each half term – produce and keep a backup copy of the register in MS Excel for each half term.

• Maintain daily contact with the school nurses and pass relevant information on to them.

Afternoon registrations:

• Enter via KIM all relevant registers for games days from calls received, check that all activities have been registered and chase up any calls not received.

• Check that all Period 7 registrations have been done, chase any not done by phone, email or dispatch a prefect.

• Pull report of pupils unaccounted for – make all necessary checks before deciding to call parent.

• Email form teachers details of any pupil where follow up is required the next morning

The ideal candidate will:

• Knowledge of attendance legislation and policy.

• Understanding of the importance of pupil attendance.

• Communication skills.

• Organisation skills.

• Ability to produce data in a useful format.

• Accuracy.

• Ability to work alone and make daily decisions/decide course of action to take. Use experience and judgment.

This post is exempt from the Rehabilitation of Offenders Act (ROA) 1974.

King’s is fully committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. King’s College School is fully committed to the principles of equality, diversity and inclusivity in its recruitment of teaching and support staff.