Student Support Services Administrator

To direct apply for Student Support Services Administrator, applicants must complete the English language version of the application form: https://www.shrewsbury.ac.th/vacancies/

Position Summary:

The Student Support Services Administrator reports to the Director of Business Services and provides high-level administrative, organisational and data management support to the Learning Support and Counselling departments. The role ensures accurate student tracking, efficient coordination of provision and secure management of sensitive information, enabling teaching staff to focus on assessment, intervention and classroom support.

Key Responsibilities:

The Student Support Services Administrator will:

Student Data and Register Management

• Maintain and update the SEN Register, Monitoring List and Referral List
• Track movement between lists and ensuring accuracy of:

○ Area of need

○ Level of provision

○ Review dates

○ External agency involvement

• Produce termly reports and summaries for the SENDCo, SLT and Governors

Student Records and File Management

• Maintain secure, compliant student files (digital and physical)
• Scan and store documentation, including:

○ Assessment and therapy reports

○ Medical information

○ Meeting records and correspondence

• Ensure Student Support Profiles are regularly updated and shared with staff
• Archive records appropriately as students progress

Meeting and Communication Coordination

• Organise parent and multi-agency meetings
• Coordinate schedules across teachers, Learning Support Assistants (LSA), therapists and external professionals
• Prepare documentation packs and record meeting outcomes
• Track actions and follow-ups
• Arrange translation services where required
• Maintain clear and professional communication with families and external agencies.

LSA and Therapy Coordination

LSA Coordination (1:1 support and wider deployment):

• Prepare and maintain support timetables
• Adjust schedules to reflect absences and timetable changes
• Manage parent contracts, agreements and renewals

Therapy Coordination:

• Schedule Speech and Language, Occupational and Play Therapy sessions
• Room booking
• Track therapy programmes, reports and review dates
• Maintain safeguarding and compliance documentation

Referral and Monitoring Systems

• Log and track all referrals and observations
• Monitor timelines for screening, assessment and review
• Flag urgent cases and prepare documentation for meetings
• Provide weekly summaries

Examination Access Arrangements

• Maintain accurate records of approved arrangements
• Track expiry of assessments and supporting evidence
• Ensure compliance with examination board requirements
• Liaise as appropriate with the Examinations Office

Compliance and Confidentiality

• Ensure compliance with Thai PDPA
• Maintain secure filing systems
• Track consent and safeguarding documentation
• Support audit preparation

Departmental and Operational Support

• Manage Learning Support calendars, meetings and minutes
• Track CPD and staff records
• Monitor resources, room usage and assessment materials
• Support budget tracking and purchase processes

Reporting and Data Management

• Produce termly summaries and operational reports, including:

○ SEN data

○ LSA deployment

○ Therapy provision

• Support whole-school reporting and inspection documentation
• Maintain central tracking systems and databases.

General Administrative Duties

• Respond to parent enquiries and arrange meetings
• Manage diaries for SEN Leads and Head of Counselling
• Book rooms and coordinate visitor access
• Provide reception support for Learning Support and Counselling visitors when required
• Maintain accurate records of communication and follow-up actions
• Providing translation support in meetings as and when required
• Support safeguarding, student wellbeing and inclusion at all times
• Maintain high standards of punctuality, attendance and professional conduct
• Contribute positively to the school’s ethos, values and community

Professional Expectations:

• Bachelor’s degree (or equivalent qualification)
• Experience in a busy administrative or operational environment desirable
• Experience within a school or educational setting advantageous
• Experience coordinating events, meetings, or engagement programmes would be an advantage

Skills, Capability and Personal Qualities

• Fluent in Thai and English, with excellent written and spoken communication skills
• Strong interpersonal skills, with the ability to build positive relationships with staff, students, parents and external professionals
• Highly organised with strong attention to detail
• Effective time management
• Able to manage multiple priorities and work effectively in a fast-paced environment
• Confident working both independently and as part of a team
• Accurate and efficient in administrative and data management tasks
• Proficient in Microsoft Office (particularly Excel and Outlook)
• Good working knowledge of Google Workspace (Drive, Docs, Sheets)
• Ability to produce clear reports and maintain high-quality records

Professional Standards, Values and Conduct

• Professional, well-presented, approachable and courteous at all times
• Positive, friendly and engaging manner
• Act as a role model and support junior colleagues where appropriate
• Proactive and flexible with a strong “can-do” attitude
• Highest standards of confidentiality, integrity and discretion
• Demonstrate resilience, empathy and calmness when handling sensitive situations
• Exercises sound judgement when dealing with confidential information

Working Practices and Expectations

• Demonstrate a flexible approach to work
• Collaborate effectively with colleagues and line managers
• Prioritise workload and meet deadlines in a busy environment
• Maintain records accurately and diligently

Safeguarding and Compliance

• Demonstrate a clear commitment to safeguarding and student welfare