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Pastoral Support Administrator (Level 2/Intermediate) – KT&A2195

Chatham (



Kent Training & Apprenticeships


Closing date: 10/01/2019
Industry: Administration
Vacancy reference: KT&A2195

Employer Description

Holcombe Grammar School are a successful grammar school for students aged 11-18 with a long standing reputation for being a supportive and caring environment in which to teach and learn. We have seen significant developments in recent years resulting in achieving excellent results for our students.  As part of the Thinking Schools Academy Trust we aim to guide our students to become successful, well rounded and confident individuals with the ability to achieve their personal best.

Description of Vacancy

This is an exciting, unique opportunity for a motivated apprentice to work alongside the Manager of Student Services.  You will assist with the efficient and effective Student Services provision throughout the school. This can be varied, from general administrative duties and updating records through to liaising with external agencies regarding pupil wellbeing and attendance.

Accountable for:

  • Assist with the provision of administrative support/typing. This includes administration and pastoral support as required, supervision of students throughout the day, preparation and collation of student information.
  • Maintaining a visible present about the Academy throughout the day.  Supervision of students attending breakfast, lunch and after-school clubs.  Log incidents using database, attending incidents as reported
  • Review targeted students and contribute to log/target setting
  • Liaison with parents, carers, HOYs/HODs as appropriate
  • Supervision of detentions as required, enforcing rules/uniform code
  • To support Teaching and Learning in maintaining good order throughout the Academy day
  • Adherence to behaviour management policy, rewards policy
  • To be a designated first aider on site

Key Responsibilities:

  • To work alongside the Manager of Student Services ensuring high standards of punctuality, attendance and behaviour and Learning
  • Assisting with the provision of administrative support for student services
  • Maintain and update student records as appropriate
  • To work alongside the Attendance Improvement Manager to receive, record, and monitor all attendance for all year groups
  • To work with the Student Safeguarding Officer, following the correct policies and procedures to ensure all students achieve and are safe
  • Respond and assist students at break, lunch, and after school with any issues they may have
  • Assist with paperwork required by the Manager of Student Services, including filing and photocopying
  • Maintain and update student records on Sims and update student filing systems
  • To liaise with outside agencies as appropriate
  • To assist with the productions of high quality and timely reports, profiles, portfolios, curriculum statements, references and career guidance, concerning student progress and attainment
  • Promotion of high standards of behaviour and learning, supporting and monitoring interventions for behaviour, learning, attendance, achievement.
  • Monitor students in alternative provision
  • Keep daily log of incidents using database for diagnostic purposes
  • Breakfast/Break/Lunchtime Facilitator
  • Liaising with parents/carers
  • Filing behaviour related forms
  • Keeping record systems
  • Mentoring and advising students where necessary
  • Participating in training and development programme
  • Liaise between teachers and students to arrange detentions
  • Attend meetings where necessary
  • Enforce uniform rules

Working with Students:

  • Maintain confidentiality inside and outside the workplace
  • Understand and apply school policies


  • To adhere to Academy dress code presenting a professional image to students, parents/carers, governors and the wider community


£3.70 – £5 per hour (depending on experience.) This will be paid pro rota.


37 per week, between 39 – 42 weeks per year.

Desired Skills

  • Confident in use of Microsoft Office packages
  • Knowledge of SIMs is desirable, but not essential
  • Office administration experience desirable
  • Excellent verbal and written communication skills

Personal Qualities

  • Good interpersonal skills.
  • Confident and friendly telephone manner.
  • Good organisational and time management skills and the ability to cope with interruptions.

Qualifications Required

Good standard of literacy, numeracy and communication skills. 5 GCSEs including English and Maths.

Training Provided

On the job training with the employer whilst working towards the Apprenticeship Framework – consisting of the Intermediate NVQ Level, Technical Certificate and Functional Skills if appropriate.

Regular work based assessments/observations carried out by Kent Training & Apprenticeships Tutor Assessor, to determine competency and meet with Awarding Body standards.

Additional Detail

As of 1st April 2018, the NMW for Apprentices is £3.70 per hour. This applies to 16 - 18 year old Apprentices and those aged 19 and over in the first year of their Apprenticeship. For all other Apprentices the Apprentice National Minimum wage appropriate to their age applies.

The wage for Apprentices applies to both time spent on the job plus time spent in training.

Important Information

The employer has asked that you do not contact them direct. Doing so could jeopardise your application. You will be responsible for your travel expenses to and from your place of work. Therefore, you must have the means to get to your place of work on a daily basis whilst waiting for your first wages to be paid.

KT&A: Kent Training & Apprenticeships are part of Kent County Council and are a leading training organisation with nearly 30 years successful experience. KT&A specialise in high quality work-based training, delivered by qualified staff with personal experience of working in the skill area they teach.

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