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Administrative Assistant

Please Note: The application deadline for this job has now passed.

The Role

A fantastic opportunity has opened up with the Children's Services Special Needs Assessment Service.

Job Role:

To support the Special needs Assessment Service (SNAS) to implement the procedures under the Children and Families Act 2014 and Code of Practice in relation to Education, Health and Care needs assessments, the issuing of Education, Health and Care Plans (EHCPs) and annual reviews within statutory timescales. 

The EHC Apprentice will support the team to ensure annual reviews take place within statutory timescales, data is accurately recorded on Capita (or other systems) reassessments are conducted as necessary and phase transfers between education settings are managed within timescales. 

Specific Duties and Responsibilities will include:

  1. Have contact with a wide range of other officers and professionals from both inside and outside the Council, including the Wandsworth Information, Advice and Support Service, the Schools’ and Community Psychology Service, Social Care teams, Pupil Services, the Inclusion Service, Health Service professionals, Headteachers and SENCOs.
  2. Process a large volume of, mainly confidential, incoming post/email twice a day, ensuring that this is sorted accurately, promptly passed to the relevant officer and/or scanned on to the child’s record on Capita ONE.
  3. Create and update children’s records on Capita ONE and ensure that data is accurately inputted.
  4. Undertake general maintenance on Capita ONE records and electronic files to ensure data remains up to date and accurate. 
  5. Generate and despatch letters to parents and professionals; ensuring that all correspondence is received and logged; sending out reminder letters to professionals where they have not submitted their reports on time; sending out draft and final EHC Plans to parents and schools/professionals; send out consultation letters to education settings with the aim of securing placements.
  6. Provide support for the annual review process, including informing education settings of all the reviews due; receive annual review reports from settings and highlight relevant aspects for the EHC Co-ordinator to be able to make decisions; follow up outstanding annual review reports from settings; respond to parents/professionals/education settings with the decision taken following the review; ensure that reviews are processed within statutory timescales.
  7. Co-ordinate statutory re-assessments and the amendment of EHC plans as required following an annual review working in partnership with an EHC Co-ordinator.
  8. Maintain efficient systems to ensure the smooth running of the team.
  9. Assist in organising Panel meetings as necessary.
  10. Assist with Access to Records requests ensuring that papers are provided to the Departmental contact by the relevant deadlines. 
  11. Manage and organise the electronic filing system which stores scanned documents and keep this up to date. 
  12. Undertake other duties, commensurate with the grade and title of the post, as required by the Senior EHC Co-ordinator/ Team Manager.
  13. Ensure that the Senior EHC Co-ordinator is made aware and kept fully informed of any concerns in relation to safeguarding and/or child protection 
  14. Generally, promote the services of the department by assisting the public in person or by telephone in a helpful and courteous manner. 

Generic Duties and Responsibilities

  • To contribute to the continuous improvement of the services of the Boroughs of Wandsworth and Richmond.
  • To comply with relevant Codes of Practice, including the Code of Conduct and policies concerning data protection and health and safety.
  • To adhere to security controls and requirements as mandated by the SSA’s policies, procedures and local risk assessments to maintain confidentiality, integrity, availability and legal compliance of information and systems
  • To promote equality, diversity, and inclusion, maintaining an awareness of the equality and diversity protocol/policy and working to create and maintain a safe, supportive and welcoming environment where all people are treated with dignity and their identity and culture are valued and respected.
  • To understand both Councils’ duties and responsibilities for safeguarding children, young people and adults as they apply to the role within the council. 
  • The Shared Staffing Arrangement will keep its structures under continual review and as a result the post holder should expect to carry out any other reasonable duties within the overall function, commensurate with the level of the post.

Additional Information

You will have:

  • Basic keyboard skills, use of Microsoft Office, email & Outlook Calendar and the internet
  • Good communication skills, including the ability to take and give simple messages, to communicate effectively verbally and in writing with a range of people and to take down telephone messages clearly and accurately
  • Good interpersonal skills and proven experience of dealing effectively, politely and diplomatically with people, both face-to-face and on the telephone. 
  • Able to understand & respect the importance of confidentiality, both within & outside the workplace
  • Ability to work flexibly and co-operatively with colleagues in a team, asking for and giving support as needed
  • Able to understand the importance of being punctual & the impact absence has on the effectiveness of the team
  • An understanding of the importance of equality and diversity and health and safety in the workplace 

The successful candidate will be surrounded by experienced staff who will provide close support.

Alongside your job role you will be working towards a Business Administration Apprenticeship Standard. If you do not hold GCSE A-C/9-4 in maths and English then you will be required to undertake the Functional Skills Level 2.

Our Apprenticeship scheme provides a perfect way to earn a wage while you gain vital work experience and a nationally recognised qualification. You will be fully supported and mentored through your apprenticeship and be given protected time to complete your course work. When you’ve finished, we’ll help you in your next steps.

For more detail please see the attached Job Specification and Person Specification below.

Eligibility Requirements:

  • Must be 16 or over
  • Must have lived or worked in the UK/EU for the last 3 years
  • Must not be enrolled in full-time education or enrolled on any other funded courses.

How to apply

To be considered for interview your CV and supporting statement must highlight your knowledge, skills and experience listed in attached Job Profile located at the bottom of the advert.

Please email your CV to Jackie Brown:

M: 07557863654

E: apps@richmondandwandsworth.gov.uk



Richmond and Wandsworth Councils

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