Medical Records Summary jobs

Job Summary

To support the Operations Manager and Headteacher in the smooth and efficient operation of the school. The postholder will provide administrative, organisational and logistical support across cover arrangements, calendar management, trips and visits, transport, room bookings, duty rotas, timetable administration and other operational activities.

The role is primarily focused on coordination, communication and administration, ensuring that operational systems and records are accurate, up-to-date and effectively maintained.

Main Responsibilities

Cover Administration

• Support the daily administration of staff cover arrangements.
• Record staff absences and update cover systems as directed.
• Prepare and distribute daily cover information to staff.
• Assist with gathering and distributing cover work for lessons.
• Liaise with Heads of Department where cover work or resources are required.
• Ensure visiting supply staff receive relevant lesson information, resources and access arrangements.
• Maintain accurate records of cover usage and agency bookings.
• Prepare reports and information relating to cover arrangements when required.

Calendar Administration

• Assist in maintaining the school's central calendar.
• Input and update events, meetings, trips and activities on school calendar systems.
• Monitor potential clashes and highlight them to the Operations Manager.
• Support the production of annual, termly and weekly calendar information.
• Update parent-facing calendar information and key dates documents.
• Assist with the preparation of information for staff bulletins, parent communications and newsletters.
• Maintain booking records for school events and activities.

Trips and Educational Visits Administration

• Support the administration of school trips, visits and educational activities.
• Assist trip leaders with the completion of required documentation.
• Monitor trip paperwork and ensure documentation is submitted by deadlines.
• Maintain trip records and databases.
• Upload and update information on Evolve and other relevant systems as directed.
• Assist with obtaining parental consent forms, medical information and travel documentation.
• Coordinate communications relating to trips and visits.
• Support the organisation of transport, venues and bookings associated with educational visits.
• Assist with the compilation of annual trip statistics and reports.

Timetable and Rooming Support

• Assist with maintaining timetable information and records.
• Process room changes and update room booking systems.
• Maintain records of timetable amendments.
• Support the allocation and communication of room changes.
• Assist with administrative tasks associated with enrichment activities, clubs and special events.
• Prepare timetable data and reports as requested.

Transport Administration

• Support the administration of school transport services.
• Maintain student transport application records and passenger lists.
• Assist with route planning and updating transport databases.
• Communicate transport information to families when required.
• Support transport booking arrangements for trips and school events.
• Maintain records of driver training, compliance checks and documentation.
• Assist with monitoring and recording transport-related issues and communications.
• Process transport payment information and liaise with relevant departments regarding outstanding balances.

Room Bookings

• Maintain accurate records of room bookings.
• Process booking requests and update room booking systems.
• Assist with room allocations during examinations, events and room closures.
• Communicate rooming arrangements to staff and relevant stakeholders.
• Report scheduling conflicts to the Operations Manager.

Duty Rota Administration

• Assist in maintaining staff duty records and rotas.
• Input duty allocations into relevant systems.
• Update records when timetable or staffing changes occur.
• Maintain accurate duty payment records and supporting documentation.
• Assist with updating systems relating to staff duty allocations.

Communications and Administrative Support

• Prepare operational communications for staff, families and external organisations.
• Maintain accurate records, databases and filing systems.
• Produce reports, spreadsheets and administrative documents as required.
• Monitor operational inboxes and respond to routine enquiries.
• Support the organisation of meetings and events.
• Take minutes and maintain action logs where required.
• Assist with the scheduling of school photography and other whole-school activities.

Other Responsibilities

• Support Year 6 transition events and taster days through administrative and logistical assistance.
• Monitor operational information and communicate updates as directed.
• Undertake training relevant to the role and associated software systems.
• Maintain confidentiality in relation to staff, student and school information.
• Undertake any other duties commensurate with the grade and purpose of the role as requested by the Operations Manager, Deputy Headteacher or Headteacher.

Administration and communication

• Maintain efficient systems, budgets and resources related to behaviour, attendance and inclusion; ensure safe, secure environments and accurate MIS reporting and evidence packs for governors and Ofsted
• Ensure a safe and secure working environment complying with Health and Safety guidelines.
• Maintain effective communication with staff, parents, carers, and external stakeholders.

Professional Development

• Responsible for identifying and acting on one’s own professional development priorities through the Appraisal/PM process.
• Keep up to date with training related to the role

Other

• The member of staff will always carry out the duties and responsibilities of the post with due regard to the Trust’s equal opportunities policies.
• Undertake any other reasonable duties as required by the Headteacher or their representatives.

Pay: £16,326.00 per year

Benefits:

• Enhanced maternity leave
• Enhanced paternity leave
• Free flu jabs
• Free parking
• On-site parking
• Sick pay

Work Location: In person