College Administration & Pupil Support Assistant

Please note that we have two full time vacancies for College Administration & Pupil Support Assistants, although job shares may be considered.  Please outline preferred hours of work when submitting an application

Overall Purpose

The College Administration and Pupil Support (CAPS) team plays a central role in ensuring the smooth day-to-day running of the Sixth Form College at Canford. Working as an integral part of the wider College pastoral team, the CAPS team provides a highly visible, organised and responsive presence across the College Hub and Residences. 

The CAPS team supports the Residential Head of Sixth Form (RHSF) and the Residential Life Managers (RLMs) by coordinating operational, administrative and communication systems that underpin pupil welfare and the effective functioning of the College. They provide first-line support for pupils, maintaining an approachable presence and ensuring that any concerns are communicated and escalated appropriately. 

The role requires flexibility, strong organisational skills and the ability to work dynamically across all College spaces, contributing to a cohesive and well-run environment that supports pupils in their transition to life beyond school.

Duties

Pupil Support, Safeguarding and Welfare         

• Act as a visible, approachable presence within the College, providing first-line pastoral support for pupils and fostering a safe, supportive environment
• Develop positive professional relationships with pupils, offering guidance and signposting appropriate support where required
• Ensure that any pastoral, safeguarding or welfare concerns are promptly recorded and, when required, escalated to the Residential Life Managers, Residential Head of Sixth Form or DSL in line with school policy
• Maintain regular communication with the Residential Life team, tutors and Health Centre, ensuring effective information sharing
• Respond to queries from pupils, parents and staff, acting as a first point of contact and directing matters appropriately
• Support standards of behaviour and appropriate use of College spaces, confidently challenging inappropriate behaviour and logging concerns where necessary.

Collaboration with the College Team

• Work closely with the Residential Head of Sixth Form to support the effective operation of the College
• Collaborate with and provide administrative support to Residential Life Managers by maintaining oversight of daily operational matters and ensuring timely communication of relevant information
• Provide administrative support the Head of Futures and Head of Academic Enrichment
• Contribute positively to a collaborative, professional and pupil-focused team culture

College Operations and Administration

• Provide proactive administrative coordination in support of the Residential Head of Sixth Form, Residential Life Managers, Head of Futures and other key staff located in the College Hub.
  • Support the effective running of College systems including:
  • registration and attendance monitoring / follow up
  • maintaining accurate pupil records (e.g. ISAMs and College One Note systems)
• internal and external communication and follow-up
• Ensure that administrative processes are efficient, responsive and aligned with school policies

Medical and Pastoral Support 

• Administer first aid where appropriate and maintain accurate records of medication for day pupils
• Maintain the College medical supplies and liaise closely with the Health Centre
• Ensure that all medical and welfare procedures are carried out in accordance with school policy and safeguarding requirements
• Support communication between pupils, parents and Health Centre staff as required

Management of College Facilities 

• Takes ownership of College spaces, demonstrate a proactive, hands-on approach in identifying and addressing day-to-day issues promptly and independently
• Oversee the booking and use of College facilities, working collaboratively with key stakeholders
• Report maintenance issues and liaise with estates and housekeeping teams to ensure consistent high standards
• Conduct regular checks of College spaces, ensuring a positive and purposeful working environment

Community Engagement and Front-of-House responsibilities

• Act as the primary front-of-house presence for the College, welcoming pupils, parents, staff and visitors
• Provide a professional, responsive and approachable service in person, by telephone and via email
• Support the Residential Life Managers and Residential Head of Sixth Form in maintaining strong and positive relationships with parents, acting as an initial point of contact and facilitating communication
• Assist with admissions-related activities, including welcoming prospective families and contributing to tours
• Promote the College ethos through a positive and professional representation of the Sixth Form experience

Events and College Life 

• Support the organisation and delivery of internal and external events within the College, including those led by the Head of Futures and Residential Head of Sixth Form
• Provide administrative and logistical support for events, to ensure well-coordinated and professional delivery
• Assist with occasional evening and weekend events as required

 Start and End of Term Responsibilities

• Work with the Residential team to prepare the College for the start of term, ensuring readiness for pupil use
• Support end-of-term procedures including clearing, storage and readiness for cleaning and maintenance

 Health and Safety

• Maintain awareness of health and safety requirements within the College
• Ensure compliance with fire safety procedures and support Residential Life Managers with fire practices
• Record and report accidents, incidents and near misses in line with school policy

Knowledge / Experience

Qualifications

• Good standard of education, including English and Mathematics GCSE (E)
• First Aid qualification or willingness to undertake training (E)

 Personal Qualities

• Warm, approachable and confident in working with young people (E)
• Willing and able to work flexibly across three buildings, maintaining an active presence rather than remaining desk-based (E)
• Highly organised, proactive and able to maintain attention to detail in a busy environment (E)
• Calm, adaptable and resilient under pressure (E)
• Professional, discreet and trustworthy when handling sensitive information (E)
• Collaborative and flexible; willing to contribute to a developing team and environment (E)

 Key Skills

• Strong administrative and organisational capability, with the ability to prioritise and manage competing demands (E)
• Excellent interpersonal and communication skills, both face-to-face and written (E)
• Ability to act as an effective first point of contact, exercising sound judgement in responding, signposting and escalating appropriately (E)
• Confident user of IT systems and databases for record-keeping and communication (E)
• Ability to maintain oversight of shared spaces and uphold expectations of conduct (E)

 Experience / Knowledge

• Experience in an administrative, operational or customer-facing role (D)
• Experience of working in a school, educational or youth-focused environment, or with young people aged 16–18 (D)
• Understanding of safeguarding and the importance of clear reporting and appropriate escalation (E)

Canford School is committed to equity, diversity and inclusion in all areas of our community and encourages applications from all suitably qualified candidates. Canford School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All successful job applicants will be required to undergo child protection screening.