Cover Coordinator

Barnet School

ASAP until Summer 2027

PURPOSE OF JOB

To be responsible for the management of the school's cover on a daily basis. This includes the deployment of the school cover supervisors, supply teachers and agency teachers.

To lead on and be responsible for the duty rotas for school breaks and lunch to ensure the safety and well being of pupils, visitors and staff.

To ensure administrative duties to include typing of documentation, inputting and extraction of statistics from the school's databases, and all communications are carried out to a high standard and where necessary meet set deadlines.

Staff Cover

• To deploy the cover supervisors to ensure lessons for absent teachers are covered throughout the school day. Respond to queries including the need for emergency cover throughout the school day
• To manage the recruitment process for cover supervisors, supply staff and agency staff
• Update and maintain the sessional tab in the school's SCR (Single Central Record), reporting any concerns to the HR Manager
• To organise cover for absent teaching staff using SIMS/NOVA T, including sourcing external supply staff where necessary to ensure sufficient classroom staffing. This will include authorising agency invoices and completing online agency timesheets if necessary and/or signing supply timesheet forms
• To maintain a teaching supply list, including sourcing new staff to ensure sufficient, quality staff are available when required
• To monitor the 'report' systems for absences of staff (i.e. phone line and absence request forms) on a daily basis and the diary of events, planning cover in advance, wherever possible, to ensure sufficient cover is enlisted
• To manage the cover rota (teaching staff) to ensure that 'extra' cover duties for absent colleagues are apportioned fairly across all teaching staff
• To take a primary role in the recording and notifications of records regarding absence and cover. Recording all absence on the Schools Management Information System (SIMS), coordinating the electronic school diary and producing reports on absence for school management and Governance
• To be responsible for emergency cover throughout the day including room changes if required
• To make decisions regarding the most appropriate person to cover particular absences
• On a daily basis to liaise with the SLT member responsible for the curriculum to ensure communications with the Senior Leadership Team on matters regarding cover, thus allowing the curriculum needs to be met
• To maintain the school's cover board spreadsheet on a daily basis
• To be responsible for administrating and managing the schools internal room booking system, to include managing staff accounts
• Adding sickness absences onto Access and SIMS

Duty Rotas

• To devise, co-ordinate and manage a staff rota for duty staff ensuring that all lunch, breaks and other duties are adequately covered in the event of staff absence
• Update and manage the School Duty Calendar
• Send calendar invites to staff for duties

Administration

• Update and manage the School Outlook Calendar
• Develop and maintain manual and computerised records / management information systems for all aspects of cover, duties and absence
• Ensure that all administrative activities are carried out in accordance with school policy and procedures
• Provide detailed analysis and evaluation of data and produce reports / information as required relating to absence, cover and duties
• Provide reports to monitor staff attendance via the schools Inventory system
• Provide administration support to the HR/Office manager to include updating centralised documents, assisting with the staff recruitment process
• Provide cover for reception duties to cover lunch times, ill health and other absences
• Approving trips on Evolve and adding to the diary
• Monitor and logging orange forms for trainings onto the diary
• Access HR - gatekeeper of absences and logging them onto the diary. Making sure there is not a lot and no more than 3 teachers out
• Room bookings (yellow forms) - to add room bookings onto SIMS or room bookings
• Timesheets - to complete at the end of each week one for agency staff and separate spreadsheet for supply staff that may have come in which includes information such as days they came in, daily rate and their agency.
• SP index - social media check for new staff

Responsibilities

• Comply with and assist in the development of related policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Be aware of and support difference and equal opportunities for all
• Contribute to the overall ethos / work / aims of the school
• Develop constructive relationships and communicate with external agencies/professionals
• Share expertise and skills with others
• Attend and participate in meetings as and when required