Administrative and Data Protection Assistant

Kingston Upon Thames, Surrey
SURBITON HIGH SCHOOL

Job Purpose: To support several administrative functions across the School whilst sitting at the Reception desk

Reporting Line: PA to the Principal

Data Protection Lead / Senior Administrator / Community Outreach Coordinator

Start Date: ASAP

Tenure: Permanent, term-time (38 weeks of the year)

Monday to Friday, 8:00am to 4:00pm, 37.5 hours per week

Salary: Competitive

Application Deadline: 8.00am, Friday 29 September 2023

Interviews to be held week commencing: 2 October 2023

Key Responsibilities:

Pupil Absences:

  • Monitor and manage all emails received via the Absence Request mailbox
  • Respond to ad-hoc absence requests, on behalf of the Principal
  • Field absence requests relating to pupil illness, medical appointments and/or lateness to the Reception Team for registration
  • Follow up on absence requests to ensure a reason for absence has been provided, where necessary
  • Record absence on pupil’s MIS record, where necessary
  • Inform the relevant Teaching Staff, SLT Members and/or Welfare Staff of a pupil absence via email or MIS
  • File absences in applicable folders within the Absence Request mailbox
  • Liaise closely with the Principal and Principal’s PAs regarding any extenuating requests received
  • This part of the role constitutes 15 – 20 hours per week, generally in the morning in order to manage any notification of absences received for the same day

Data Protection:

  • Complete Data Protection Impact Assessments (DPIAs) for new projects – meeting with staff, researching companies/products and completing paperwork
  • Draft Data Processing Agreements, Data Sharing Agreements and other such documents as required
  • Review and update existing DPIAs and Agreements on an annual basis, archiving as appropriate
  • Maintain the Record of Data Processing
  • Maintain the Record of Third-party Requests for Data
  • Assist with Subject Access Requests
  • Assist with Data Breach reporting
  • Assist with updating the pupil, staff and parent data that has been shared with external companies, using online portals such as Wonde
  • Respond to queries from colleagues
  • Assist with the annual review of the School’s Data Protection Policies, the School Website, Curriculum Booklets, Admissions Forms, Privacy Notices, Data Retention Schedule and other relevant documents
  • Regularly review and update the permissions and specific access arrangements for approved data processors via Wonde and other online data-sharing portals, removing and adding pupils, staff and parents as necessary
  • Work with the IT team, MIS team, and other colleagues to ensure that data is only shared where there is an established legal right to do so and via secure means
  • Model compliance with Data Protection best practices and assist with raising awareness amongst colleagues of the importance of protecting the Rights of Data Subjects

Proofreading:

Proof letters going out to parents and other stakeholders, ensuring that:

  1. All spelling and grammar is correct and in keeping with ‘house style’
  2. All documents follow the agreed Surbiton High School ‘house style’ and branding
  3. Text and diagrams are positioned correctly and the layout is logical and attractive
  4. Page numbers and headings are correct and in the right order
  5. Photos and illustrations are correctly captioned
  6. The information is factually accurate wherever possible
  • Support the other proofreaders with proofing documents as and when required and time permits

Reception Duties:

Provide additional support to the existing Reception Team, where they are unable to respond:

  1. Answer the telephone promptly and professionally and field telephone calls appropriately
  2. Act as Front of House for visitors; welcoming them to the School, offering refreshments, directing them to the relevant people in different areas of the School where necessary
  3. Assist parents, pupils and staff with ad hoc queries

Community Outreach Programme:

  • Assist in the administration and logistics of community projects
  • Help coordinate school student & staff engagement in community events, both inside and outside of School
  • Liaise with local schools and external partners in relation to community classroom activities, such as Science in Schools workshops

Person Specification

The successful candidate will be likely to fit the following profile:

  • An English language / literature qualification at A-level or degree level, would be highly desirable
  • Awareness of and interest in Data Protection laws would be an advantage
  • Experience of working in an office environment
  • Excellent communication skills
  • Excellent command of the English language, both written and spoken, with an eye for detail and grammar and punctuation
  • The ability to analyse information provided by others to identify potential issues and patterns
  • Excellent organisational, administrative and ICT skills
  • IT literate, with extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases
  • The ability to work under pressure in a fast-paced environment
  • Strong customer service orientation and skills
  • A friendly telephone manner
  • High levels of personal and professional integrity
  • Ability to create productive working relationships at all levels
  • A proactive and flexible approach and able to self-direct
  • High levels of discretion and confidentiality
  • Enthusiastic team player, with strong interpersonal and problem-solving skills
  • Ambitious and aspirational for oneself and for the School
  • Accustomed to working collaboratively within a busy office environment
  • Highly flexible, able to multi-task and determination to overcome barriers
  • Commitment to personal professional development, and therefore willingness to develop own skills
  • Committed to Surbiton High School’s ethos
  • Commitment to the personal and educational development of pupils and to an ethos of respect and service

To Apply:

To apply, please visit our website via the button below.

Surbiton High School is culturally diverse and are fully committed to celebrating, respecting and learning about inclusion and diversity throughout the community.

Surbiton High School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers, Disclosure and Barring Service and Online/Social media Searches

Please note that the School reserves the right to appoint at any stage during the recruitment process.

For any queries relating to the role or your application, please email

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