Purpose of the Role
To provide high-quality administrative support, ensuring the smooth coordination of EHCP annual reviews, external agency involvement, and accurate maintenance of pupil records. The postholder will act as a key point of contact for staff, families, and external professionals.
Key Responsibilities
1. Coordination of EHCP Annual Reviews
- Schedule annual review meetings and communicate dates with parents/carers, staff, and the Local Authority
- Organise and distribute all relevant documentation in advance of meetings
- Liaise with class teachers and staff to ensure reports and contributions are completed
- Request, track, and collate reports from external professionals
- Gather and monitor parent/carer and pupil views
- Ensure all paperwork is completed, accurate, and shared with relevant parties
- Submit completed review documentation to the Local Authority within required timescales
- Track responses, amendments, and decisions from the Local Authority
- Act as a key point of contact for families, staff, and professionals throughout the process
2. Liaison with External Agencies and Professionals
- Coordinate communication with external professionals including OT, SaLT, Play Therapist, Counsellor, Educational Psychologist, Care Farm, and ELSA
- Organise and manage visit schedules and timetables
- Liaise with class teachers to coordinate pupil timetables and minimise disruption
- Send and track parental consent forms
- Communicate with families regarding appointments and provision
- Arrange meetings between therapists and school staff where required
- Receive, distribute, and monitor professional reports
- Share reports with relevant staff for review
- Send reports to families and ensure all documentation is appropriately filed
3. SEND Documentation and Record Management
- Maintain and organise SEND pupil files, including links to the SEND register.
- Ensure records are accurate, up-to-date, and compliant with data protection requirements
- Contribute to the maintenance of pupil SEND records.
- Ensure consistency and organisation of documentation.
4. Communication Management
- Manage and monitor the email inbox
- Respond to queries or direct them to the appropriate staff member
- Maintain clear and professional communication with parents, staff, and external agencies
- Ensure timely responses and follow-up where required
Additional Duties
- Maintain SEND calendars and provision timetables
- Assist with the organisation of team briefings and notes.
- Support data collection for SEND reporting
- Assist with administration surrounding pupil transitions, including admissions, new starters and leavers
- Support preparation for inspections and auditsEnsure compliance with SEND processes and statutory requirements
- Maintain confidentiality and safeguarding standards
- Provide general administrative support as required
- Support organisation of training sessions or workshops where required
- Contribute to the development and improvement of administrative systems
Please complete the application form and return to info@hkschool.org.uk
Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task may not be identified. This job description is current at the date shown, but in addition to the duties outlined, you may be asked to undertake any other duties which may reasonably be regarded as within the nature of duties and responsibilities of the post. Any changes of a permanent nature will be fully negotiated with you and incorporated into the job description.
This job description does not form part of the contract of employment. It describes the way the postholder is expected and required to perform and complete their particular duties.
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