Attendance Officer

Job title: Attendance officer

School/Function: Registry/Attendance team

Location: Hybrid

Responsible to: Attendance Manager

Responsible for: Attendance monitoring

Overall purpose

We are recruiting an Attendance Officer for our busy department.

Specific duties and responsibilities

Admin duties

• Escalating first level of unsolved student related queries to Senior Registry officer when unable to solve.
• To coordinate and communicate with the Head of Registry.

An understanding to the cohorts run, subjects and pathways run during the term in order to assist learners if needed.

Understanding the term plans, timetables and coordinating and communicating with the learners.

To provide administrative support to the senior administrative staff members including board and external official members visiting the college.

To undertake office reception duties, both in person and on the telephone, including taking messages for other staff.

To operate manual and computerised office systems, including maintenance of files, documents etc., through methods of filing hard copy paper records and maintaining databases.

Scan files and upload and update details for all students in Unit-e.

Class registers

• Ensure that the class registers for the day session are continuously monitored and tallied with the timetable to be dispatch for the day.
• To ensure that any class registers not collected by 9.15, 10.15am, 12.15pm, 2.15pm,3.15pm or 6.15pm should be immediately identified and brought to attention of the Programme leaders towards adjustment if needed.

Continuously assist in maintaining the records of tutor changes such as absences and coordinate and communicate as and when needed.

Cohort administration duties

Continuously monitoring the status of the assigned group of learners by the Operations Manager and ensuring that the attendance and academic performance is monitored and liaised with the cohort leaders for the said cohort.

Updating the students with rules and regulations of attendance and acting with disciplinary measures as and when necessary.

Assisting in a follow up action for the students who have enrolled but never attended the college since enrolment.

Continuously tracking the learner's journey which includes absence, suspensions, deregistered, inactivation, deferrals and coordinate with the senior management and the cohort leaders as and when required.

Continuously follow-up the learners for the responsible cohort and act as the key support between the cohort leader and the students. Ensure to see that data is accurate on UNIT E with regards to the learner's communication and update as and when needed.

Alert the cohort leaders and the Programme Leaders against risk-based learners every week with regards to their attendance and follow-up if needed.

Being responsible for the student feedbacks for the allocated cohort and communicate and coordinate with the learners with their performance and results.

• Review the attendance report for the responsible cohorts on the weekly basis, follow up with students who have low attendance

Other Admin duties

Assist in preparing packs for various meetings if needed.

To assist in putting records on the data base system

To provide advice and guidance to student if requested

Provide reports and analysis as and when required

To provide cover for other administrative functions as and when required

Dealing with post, and emails including all official communications

Work closely with admissions officer and finance officer in particular

Additional duties:

Comply with all Health and Safety policy and legislation in the performance of the duties of the post

Don't use Mobile phones for personal proposes unless needed.

Don't use other browsing sites while at work unless needed.

maintain data protection and confidentiality at all times

Any other tasks/duties requested from time to time by the principal regarding college activities and assisting him/her with fulfilment of statutory duties.

Checking the MS teams online classes are starting and finishing on time, and are covered by academics

Ensure the academics are updating attendance registers on a daily basis, updating the registers from MST reports

Working on mailbox and deal with students enquiries

Person Specification

EXPERIENCE & PERSONAL QUALITIES

Essential:

• Strong work ethic and capacity for hard work
• Ability to relate well to colleagues, students
• A professional manner
• Ability to work well as part of a team
• Flexibility in approach to completion of work
• Ability to prioritise work under pressure and remain organised
• Ability to work under pressure and meet strict deadlines
• Generosity of spirit and a sense of humour
• Willingness to contribute to extra-curricular activities
• Knowledge of and genuine interest in educational issues and how they apply to the college

Desirable:

Experience of working in an educational institute

TECHNICAL KNOWLEDGE & SKILLS

Essential:

• Excellent interpersonal and organisational skills
• Attention to detail and a good level of numeracy
• Strong ICT skills, including the use of spreadsheets
• Knowledge and understanding of college policies and procedures

Desirable:

• Willingness to undertake appropriate training and professional development

Experience of office administration

EDUCATION & PROFESSIONAL QUALIFICATIONS

Essential:

GSE in English and Mathematics or qualified by experience