23 South Parade
Summertown
Oxford
The Gallery Trust, a special Multi Academy Trust, is seeking to recruit an enthusiastic and
motivated administrator to join our central Trust Team to support Senior Leaders across our
schools with the coordination of the statutory admissions and consultations processes for
students.
This new post offers an exciting opportunity to join an expanding and successful Trust. We
currently have 7 special schools in our Trust throughout Oxfordshire. This role will be based
at the Trust Central Offices at Northern House Academy in Oxford.
The successful candidate will be a well-organised and competent individual, who is capable
of achieving high quality outcomes while dealing with competing demands. You will have
excellent administration, organisation, and IT skills; a working knowledge of the key
legislative frameworks around school admissions for children and young people with EHCPs;
and you will enjoy working independently and within a busy and friendly team. You will have
a supportive and positive approach with a ‘can-do’ attitude, and will prioritise a varied
workload, managing and maintaining data and information with accuracy and attention to
detail. You will have excellent communications skills and will enjoy forming positive and
effective working relationships throughout the Trust.
Experience of working in the education sector is an advantage, but it is vital that the
successful candidate demonstrates a strong commitment to improving the lives of students
with special educational needs and disabilities.
Role Purpose
● To support Senior Leaders in Trust Schools to coordinate and oversee the statutory
consultation process for all admissions.
● To coordinate and maintain all processes in relation to consultations for placement
from Local Authorities including liaison with SEN officers in all local authorities served
by the Trust to ensure that the documentation presented is informative and of the
highest possible standard to enable decision making to happen in a timely manner.
● To support Trust Head Teachers and Trust colleagues in ensuring consultations are
appropriate.
● To provide administrative and day to day operational support to the school
Admissions Leads in executing a professional service to local authorities and
families.
● To support a range of administrative procedures and processes as part of the wider
administrative team.
● To act as a link between the Trust’s Central Team and school leaders across multiple
school sites.
Key Duties and Responsibilities
● Develop and maintain a Trust wide database to record and track consultations,
deadlines and responses for all schools within the Trust.
● Store consultation information securely and in line with data protection guidelines.
● Ensure sharing of information in line with data protection guidelines.
● Meet with Senior School Leaders weekly to discuss consultations and admissions,
tracking all discussions and follow up as necessary.
● To complete initial review of consultation paperwork on the grounds of suitability
before passing to school leaders for response around possible admissions.
● To provide initial consultation response with guidance for Head Teachers and Central
Trust Team colleagues.
● Support Trust Head Teachers and the Central Trust Team in ensuring that all
consultations are responded to in the correct manner and in line with statutory
timeframes.
● Assist Senior Leadership Staff in collation of data at strategic points in the academic
year.
● To ensure that data returns are completed accurately and submitted in line with agree
timelines to the appropriate requestor.
● Support with in-year admissions through liaising and coordinating with schools and
Local Authorities.
● To support Senior Leaders in schools across Trust in ensuring that pupils are
admitted in an efficient and timely manner in accordance with Trust policies.
Organisation
● To contribute to the efficient and effective organisation of the Trust
● To coordinate and provide administrative and confidential support to colleagues and
manage complex administrative procedures and processes
● Take a role in planning, development, design, organisation and monitoring of support
systems/procedures/policies
● Take on specific tasks and initiatives in order to meet the needs and changing priorities
of the Trust
● Cover for, deputise and support other members of the team
Administration
● Deal with incoming, and making, telephone calls
● Produce and respond to a variety of complex correspondence
● Undertake word processing and other complex IT based tasks, such as
correspondence, reports, newsletters, spreadsheets, bespoke IT packages
● Take minutes at meetings, when requested
● Take a lead role in the development and maintenance of record/information systems
● Provide detailed analysis and evaluation of data and produce detailed
reports/information as required
● Complete and submit complex forms and returns, including those to outside agencies
● Liaise with a range of internal and external stakeholders including students, staff,
parents/carers, professionals, agencies, LA representatives, Governors etc
Resources
● Be responsible for the selection and management of resources
● Undertake research and obtain information to inform decisions
● Operate a range of equipment/ICT packages using specialist software for a range of
tasks
● Interpret matters of policy/procedure/statute to ensure the school’s compliance and
initiate appropriate action arising
