Date: October 2021
Salary Scale: 7-10
Hours: 30 hours per week
Working Weeks: 41 weeks per year
Paid Weeks: 46.96 rising to 48.0
Salary: £20,092 – £21,322 FTE
General Description of Post
The post holder will be responsible to the Senior Vice Principal for the duties of the post. The post
requires an adaptable, reactive and forward-thinking individual who can manage constant interruptions
throughout the day, plan and organise well, and who is a good communicator.
- Duties of the Cover Administrator post
1.01. Processing staff requests for cover which involves being proactive and forward thinking in
dealing with requests via email, phone, verbally and timetable changes.
1.02. Managing supply staff throughout the day ensuring staff are aware of cover changes and re-
allocating where possible.
1.03. Regular liaison with SLT regarding issues around Cover.
1.04. Responsible for sending out the cover sheet, posting on Sharepoint (web page for Cover)
and making amendments as necessary throughout the day.
1.05. Arranging internal cover for teaching staff and asking teaching staff to cover in school as
appropriate in emergencies and when staffing is extremely stretched. This involves significant
logistical skill and the ability to make on the spot decisions and have some challenging
conversations with staff on occasions, with a focus on developing those key positive
1.06. Forecasting and arranging external supply cover in liaison with the HR Director.
1.07. Ensuring supply staff have cover work – liaison with department heads, teachers and
administrators where necessary.
1.08. Responsible for mini induction of new supply and agency staff.
1.09. Keeping HR/SLT informed of situations as they arise. Information can be often sensitive and
1.10. Regular liaison with HR regarding Absence statistics and producing reports as necessary.
1.11. Producing/distributing Absence Cover statistics.
1.12. Recording all staff absence on the SIMS database.
1.13. Liaison with Trips Administrator to identify possible cover implications as staff go on trips.
1.14. Responsible for producing monthly spread sheet for Accounts for internal costing transfers.
1.15. Responsible for the allocation of all teaching spaces/classrooms throughout the day, including
re-location of classes due to examinations. Also involves ensuring the Enterprise Suite
bookings are managed to avoid classes and is shared appropriately.
1.16. Working with the AEN Department to accommodate specific needs and events in terms of
1.17. Liaison with Data Manager and Assistant Timetabler for timetable changes, classroom swaps
1.18. Liaison with other key staff responsible for allocation of available rooms.
2. Duties of the Transport Administrator post
2.01. Responsible for the organisation and introduction where possible of transport arrangements
for St John’s/EAT students living outside of the local authority designated transport area.
2.02. Prepare bus passes and maintain records as above.
2.03. Respond as necessary to transportation enquiries and direct to local authority and specific
transport companies when appropriate.
2.04 Maintain a record of enquiries, complaints and behavioural issues and respond to individuals
2.05 Liaise with appropriate staff regarding behavioural concerns, namely Tutors, College
Principals and the Director of Student Organisation.
2.06 Work with key staff to prepare and maintain the St John’s/EAT Travel Plan.
2.07 Liaise with Wiltshire Council and Transport Companies re emergency contact details and
2.08 Distribute WCC provided Bus Passes when required and collect expired passes.
2.09 Oversee the provision of Temporary Bus Passes. Liaise with WCC when required.
3. General Administration
The postholder will also be expected to assist with general departmental administration.
4. Other Duties
The list of duties above is not exhaustive. The post holder may be required to perform duties other than those given in this job description. The particular duties and responsibilities attached to the post may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and would not in themselves justify the re-evaluation of the post. In cases, however, where a permanent and substantial change in the duties and responsibilities of the post occur, consistent with a higher level of responsibility, then the post would be eligible for re-evaluation.