Pastoral Administrator
Hillingdon
September 2025 Full Time
We are seeking a dedicated and highly organised Pastoral Administrator to support the pastoral and wellbeing functions within our school. This role is central to ensuring the smooth running of our attendance, medical, and SEND administration systems, working closely with students, families, and staff to promote a safe and supportive environment.
Key Responsibilities
1. Support Attendance Procedures
Assist the Attendance Officer in monitoring daily attendance and punctuality using Arbor
Conduct first-day absence calls, send follow-up messages, and input attendance data
Help identify and track students at risk of persistent absence (below 95%, 90%, and 50%)
Prepare attendance letters and reports; coordinate and schedule meetings with parents
Support attendance-related interventions, campaigns, and incentive schemes
Liaise with external agencies such as Education Welfare, where appropriates
Act as the school’s designated Medical Lead (training provided if required)
Provide first aid and care for unwell students
Maintain accurate and up-to-date medical records and care plans
Ensure the secure storage and appropriate distribution of student medication
Serve as the main point of contact for parents/carers regarding medical matters
Lead on recording and managing health-related incidents and return-to-school plans
Maintain and update SEND and intervention plans using Provision Map
Prepare documentation for EHCP review meetings, learning support panels, and referrals
Record and monitor behaviour data, including detentions, pastoral support plans, and reports
Log and triage safeguarding concerns on CPOMs, working closely with the DSL team
Facilitate communication between the Deputy SENDCo, Assistant Principal, and external professionals
Support scheduling and minute-taking for meetings related to behaviour and SEND
We’re looking for someone who:
Is highly organised, efficient, and detail-oriented
Has a strong commitment to supporting the wellbeing and success of young people
Handles sensitive information with discretion and professionalism
Possesses excellent communication skills, both written and verbal
Works well under pressure and can manage competing priorities
Is confident working independently as well as part of a wider team
Strong administrative experience, ideally within education, healthcare, or youth services
Proficiency in Microsoft Office and confidence in learning new systems (e.g. Arbor, CPOMs, Provision Map)
Excellent written and verbal communication skills
Ability to manage confidential and sensitive information appropriately
A calm, reassuring presence when working with students and families
Willingness to obtain (or current possession of) a First Aid qualification
A commitment to safeguarding, equality, and inclusive practice
All applicants will require the appropriate qualifications and training for this role. Please see the FAQs on the Protocol Education website for further details.
All pay rates quoted will be inclusive of 12.07% statutory holiday pay. This advert is for a temporary position. In some cases, the option to make this role permanent may become available at a later date.
Protocol Education is committed to safeguarding and promoting the welfare of children. We undertake safeguarding checks on all workers in accordance with the DfE statutory guidance ‘Keeping Children Safe in Education’, this may also include an online search as part of our due diligence on shortlisted applicants.
We offer FREE online safeguarding and Prevent Duty training to all our workers. All candidates must undertake or have undertaken a valid enhanced Disclosure and Barring Service (DBS) check and subscribe to the DBS Update Service.
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