AN INDEPENDENT CO-EDUCATIONAL DAY AND BOARDING SCHOOL FOR PUPILS AGED 7 TO 18 IN THE HEART OF SURREY
Examinations and Learning Support Administrator Information for prospective staff
About Freemen's Our mission is to inspire our people to learn, to lead and to make a difference. We believe that if we can motivate pupils and staff to always give their best, the School will continue to grow and thrive. Community engagement and our impact on the world beyond our walls are at the forefront of everything we do at Freemen’s. The School was founded in Brixton in 1854 to provide an education for the orphaned children of Freemen of the City of London before moving to the present site, Ashtead Park, in 1926. We have a magnificent site with modern buildings alongside the original Main House set in a stunning 57 acres of parkland. This idyllic setting further supports the wellbeing of our students and staff, as being here, in the park, makes coming to work a pleasure. It looks striking in every season and we are lucky to have a vast array of wildlife living in our woods. Today, Freemen’s is an independent day and boarding school for students aged 7-18, with a strong ethos of community and service in accordance with the values on which the School
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was founded. We are proudly co-educational and have been since 1854, which was radical at the time, and we continue to push the boundaries of what’s possible with our forward-thinking, progressive approach. You can expect stellar exam results and academic excellence, but that’s not all. The focus within the School is on every individual finding a path which is appropriate for them, be that in the classroom, on a sports pitch or in one of the many co-curricular activities we encourage our young people to throw themselves into. Our mission is built upon four pillars of the Freemen’s education: pastoral support, House activities, academic achievement, and our varied cocurricular programme (including sport) to ensure every student realises their potential to be able to learn, lead and make a difference. Freemen’s is a place where students are keen to learn and eager to engage in the wider aspects of life at our School. Teachers at Freemen's embody our principles for excellent classroom practice, offering innovative and forward-thinking approaches, enabling us to be a beacon of learning and teaching. We take risks in the pursuit of excellence by being brave and radical, willing to challenge the status quo. Through our 1-1 iPad programme, we
About Freemen's aim to create discerning users of technology, so that staff and students can thrive in the modern dynamic world. We do all of this, in an environment where staff feel supported, by investing in life-long learning through research-led enquiry and building learning communities. The emphasis in the Junior School is on Kindness, Honesty and Fun and the Senior School picks up that message with a pastoral programme that emphasizes the importance of a strong, supportive community in which every member, staff and student, feels respected, supported and valued. As a result, we are able to support our young people to successfully navigate the tests of life they face every day. The School is one of four independent schools managed by the City of London Corporation (The City). The City provides financial support in the form of bursaries and scholarships. Other links with the City of London and the Livery Companies are strong, which presents opportunities for staff to attend events at Guildhall and elsewhere in the City, as well as the possibility of gaining the honour of the Freedom of the City of London. Transport links are good; the School is a mile from Ashtead station with regular services to Epsom and London and south to Leatherhead and Guildford. The M25 junction 9 is a sevenminute drive from the School.
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Information about the role The Exams Office is responsible for the provision of public examinations (GCSE and A levels) and also internal mock exams for upper school and sixth form students. This involves planning, timetabling, rooming, arranging invigilation and finally being part of the day to day running of the exams themselves. The smooth running of internal and external exams allows the students to perform to the best of their abilities.
Examinations responsibilities • In relation to the public and internal examinations programme, under the supervision of the Head of Examinations, to be responsible for the accurate administration of aspects of public examinations to ensure the examinations run in accordance with JCQ regulations. •
Noting communication from examination boards and JCQ, informing Heads of Departments of key changes and updating and communicating internal policies if required.
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Supporting the HofE with preparation for the public examinations programme to ensure accurate logging and confirmation of the Access Arrangements process, producing timetables for students assisting with rooming of exams, ensuring appropriate cover is in place, producing timetables for students, assisting with Non-Examined (NEA) process and producing booklets for each exam room.
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During the examinations season, contributing towards the smooth running of exams in accordance with regulations by assisting with the receipt and checking of exam papers and highlighting discrepancies to the HofE
The Learning Support Department ethos is to understand each individual student’s educational needs; helping them to realise their full potential by providing strategies and assistance for them during their school career and exams. Purpose of post To undertake particular responsibility for the provision of administrative support in the Examinations and Learning Support Departments, to ensure compliance with JCQ Access Arrangements and Reasonable Adjustments, public examination regulations and efficient running of internal assessments. To continually review administrative systems and processes in the two areas identified and make recommendations for improvements, developing, communicating and implementing changes as required.
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Examinations and Learning Support Administrator
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and supporting the HofE with packing and despatch of exam papers daily. Assisting with invigilation as required. •
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After the examinations season, attending results days to assist with queries, overseeing the administration of post results appeals, reviewing GCSE and A Level certificates against results sheets and assisting with certificate distribution. In relation to internal examinations and other student assessments, assisting with set up and running of CEM baseline testing, providing administrative support for University Acceptance tests and ensuring students provide all relevant information for Oxbridge entry exams and entering onto relevant AB site and assisting with production and distribution of timetables for internal examinations.
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Learning Support responsibilities • Provide administrative support to the Director of Learning Support to ensure delivery of provision to pupils accessing support. •
Provide administrative support to the Junior School SENCo, Access Arrangements Assessor and EAL teacher as required.
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Collect, prepare and collate all paperwork needed for Passports, ITPs and Annual EHCP Review Meetings and complete and submit EHCP annual reviews as directed by the Director of Learning Support.
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Collate and organise annual lesson lists. Liaise with parents regarding lesson queries.
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Coordinate pupil’s Access Arrangements provision for internal and external tests and exams, communicating information to stakeholders as required.
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Examinations and Learning Support Administrator
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Provide administrative support, especially with regard to students’ Access Arrangement correspondence and Data Protection forms. Oversee archives and streamline information storage and processes.
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Manage stocks of stationery for the Learning Support Department.
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Dispose of confidential documents appropriately.
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Assist with administration of LUCID Exact testing.
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Create ‘History of Need’ forms and LUCID Reports, send History of Need questionnaires to teachers and collate form responses ready for monitoring and tracking.
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Collate ‘Form 8s’ along with the ‘assessors’ certificates for students who are leaving /have left the school and provide the required documentation to parents and colleges/universities. Deal with general enquires regarding former pupils. Work with the Director of Learning Support and Admissions Team to ensure all pupils for Entrance Day Assessments are catered for with the appropriate access arrangements and reasonable adjustments. Work with the Director of Learning Support and Head of Examinations to ensure staffing and rooms are organised for internal, external tests and Entrance Day. Track the EHCP funding for pupils and liaise with the LA to ensure they have accurate data monthly.
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To participate and minute appropriate meetings with colleagues, parents and/or external professionals.
General duties • To manage the confidential filing system within the offices to ensure that all correspondence can be retrieved with minimal delay and all records are kept up to date and accurate, reviewing and implementing improvements as required. •
To support school events, including Open Evenings/Days and/or entrance exams days (may take place on a Saturday, with notice).
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To maintain a detailed knowledge of school procedures, operations, practices, organisation and contacts to enable the postholder to undertake the particular duties of the role as required.
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To liaise, either verbally or in writing with parents, local and national businesses, clubs and societies and other external organisations on issues in connection with the priorities or efficient business of the School.
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To undertake any other duties that may be reasonably requested by the Headmaster that are appropriate to the grade of the role.
Other points • Actively seek to implement and comply with the School’s Safeguarding policies and procedures and to demonstrate a commitment to the safety and welfare of children. •
Implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of all members of the School and reporting breaches as they arise.
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Report all accidents using appropriate reporting mechanisms and report any concerns regarding health and safety and safe working practices
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Implement the City of London’s Equal Opportunity Policy and promote equality of opportunity in relation to the duties of the post
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Undergo additional training as deemed necessary.
Revision of job description • According to the development and requirement of the School, job descriptions may need to be reviewed and updated periodically after consultation with the job holder.
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Person Specification
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• Please find below the qualifications, experience and techincial skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address the criterion marked as (A) on your application form in the section for supporting information. Be as specific as possible and try to provide evidence, by examples, where possible, of skills, knowledge and experience. Professional qualifications, relevant education and training • Good general level of education as indicated by GCSE/O Levels (or equivalent) including English and Maths. (A) • Sound administrative skills to include the ability to draft and produce correspondence, organise filing systems and liaise with internal and external contacts, including parents, on a variety of matters in connection with the business of the school. (A, I) • Ability to contribute to the review and development of administrative systems and procedures in a school setting (A, I) • Ability to quickly acquire a good knowledge of school and regulatory procedures, operations, practices and contacts in order to be able to work flexibly in accordance with school priorities. (A, I) • Excellent written communication skills in order to compose correspondence, and write content for various school communication channels. (A, I, T) • Excellent oral communication skills in order to liaise with senior and academic staff, parents, students and local organisations on a variety of school issues and the efficient business of the school. (A, I) 8
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Ability to provide high quality customer services in person and on the telephone. (A, I) Proven ability to work under own initiative and manage own workload with little supervision (A, I) Demonstrable ability to meet targets over a sustained period of time without compromising on the quality or accuracy of the work produced. (A, I) Demonstrated understanding of equality of opportunity and how to apply this in relation to the duties of the post. (A, I)
Experience Required • Previous experience in a secretarial/ administrative role undertaking duties such as the drafting of correspondence and communications, organisation and maintenance of confidential filing systems, and liaison with external contacts in support of organisational objectives (A). • Experience in the provision of customer services such as dealing efficiently and effectively with the public/clients in person and on the telephone (A). • Experience of using and maintaining databases (A). • Experience of working with children and a demonstrable commitment to the safety and welfare of children. (A) Technical Skills • A high level of accuracy and attention to detail to ensure correct data is entered into systems and passed to the relevant regulatory body and that data received is checked and accurate. (A, I, T) • Intermediate knowledge of MS Word, Excel, Powerpoint Publisher, the ability to use databases and 45 - 55 wpm Typing Speed. (A, I, T) Other relevant information • Attendance at events and examination results days is required some of which will take place outside normal working hours (evenings and school holidays).
"This friendly, grounded and well-run school takes the pressure off getting academically bright young things into senior schools and seems to a knack of making challenging work seem fun." The Good Schools Guide
Professional expectations of staff Safeguarding Staff will be kind, fair and respectful to students and each other, challenge others when they are unkind, unfair or disrespectful and have the highest regard for the students’ safety and their safeguarding duties, whether on or off the school premises. Appearance Smart professional dress, or appropriate co-curricular clothing, at all times. Availability Prompt attendance during the School’s operating hours and a commitment to completing School business is expected. Awareness and use of Freemen’s policies Staff will be able to access and use policies as necessary, and read and act upon them appropriately. Behaviour Staff will establish Freemen’s as a place of learning and will determine clear boundaries of behaviour, based on mutual respect and trust. Staff will have high expectations of students and will manage their behaviour effectively.
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Collective responsibility Staff share collective responsibility for Freemen’s standards, reputation and property, should treat them with respect and care, and insist others do likewise. Communication Staff will expect high standards of communication from students and will, in turn, demonstrate accurate, timely and appropriate communication when dealing with students, parents and colleagues. Ethics and behaviour Staff will uphold public trust in the profession and the reputation of Freemen’s by maintaining high standards of ethics and behaviour, within and outside School. They will be respectful and tolerant of the rights of others, including colleagues, and not undermine fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs. They will ensure that their personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law.
Learn, lead and make a difference
Leaders Staff will be leaders in the School, exercising good judgement and modelling the behaviour and habits that are expected of the students. Learners Staff will show and share a passion for their subject or discipline(s). They will seek to develop as professionals and as specialists, will be open to feedback and will seek opportunities to collaborate with colleagues and engage with relevant research. Planning Teaching staff will have a sense of where the lesson fits within the scheme of work and plan well-structured lessons using an appropriate range of pedagogies. Use of feedback Staff will seek to use feedback for themselves and if appropriate, their students and will complete assessments and reports in a timely fashion in the appropriate manner and style.
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How to apply Applicants should send a letter of application and a completed application form to the Headmaster via CLFS-Recruitment@cityoflondon.gov.uk, by 9.00am on Friday 1 December 2023. Shortlisted candidates will be called for interviews that will take place on Wednesday 6 December or Thursday 7 December, though candidates are asked to note that Freemen’s retains the right to interview and appoint at any time during the application process. Freemen’s acknowledges receipt of all applications, if you have not received confirmation of the safe receipt of your application within two working days please call the School or email CLFS-Recruitment@ cityoflondon.gov.uk to check on its status. The successful candidate must be able to satisfy the City of London’s health requirements and a confidential medical assessment by the City of London’s Medical Officer is required. The City of London Freemen’s School is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment. The successful applicant must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (Enhanced Disclosure).
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"Friendly was the single most uttered word used to describe the school by students, while parents report that their offspring are happy. ‘Kind’ and ‘non-judgemental,’ we also heard, with support on tap." The Good Schools Guide
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Your benefits
Local Government Pension Scheme (LGPS) Contributory defined benefit
City of London benefits:
• CityBenefits - discounts and cashback. • Wellbeing resources. • Sponsorship to become a Freeman of the City of London.
Sports and Leisure: Family friendly Significantly enhanced maternity, adoption and shared parental leave entitlement
Free lunch and refreshments The option to join Supper Club at a subsidised rate
Annual Leave 25/29 days (subject to grade) plus bank holidays increasing with service.
Cycle to work scheme Up to £3,000 salary sacrifice
• Discounted gym membership. • Free use of the fitness suite. • Staff social and sporting opportunities including pilates, yoga and five-a-side football. • Free staff swimming and weekend family swimming for staff.
Learning and Development:
• In-house and externally run CPL • Enquiring Schools project • Support for professional development appropriate to the role including Apprenticeships/Masters.
Season Ticket Loan Wellbeing: Free parking on site
Access to on-site facilities
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• Up to 2 days’ paid leave for volunteering. • Cash back on private health care treatment. • Access to on-site Medical Centre. • Staff Wellbeing Committee. • Confidential Employee Assistance for staff and their families. • Emergencies-only approach to out of hours email. 15
Campus Map
Click here to view 360 Tour of campus 01. Visitor parking 02. Reception 03. Philp House 04. Science and Technology 05. Medical Centre 06. Art and Design 07. Stable Block 08. Ferndale Theatre 09. Dining Hall 10. Haywood Centre 11. Junior School (Kemp House) 12. Boarding (Walbrook House)
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13. Music School and Recital Hall 14. Main House 15. Sports Hall 16. Swimming Pool 17. Cricket Pavilion 18. Tennis and Netball Courts 19. Astro Pitch 20. Cricket Nets 21. Cricket Pitch 22. Italian Garden 23. Rugby and Football Pitches 24. Green Room
25. Fire Assembly Point 26. Bus Stop 27. Upper Car Park 28. Lower Car Park 29. Service Gate (KT21 1JB)
"A down-to-earth, friendly school that’s comfortable in its own skin rather than relentlessly trying to show off its most polished side – and is all the better for it. Just the ticket for parents after a high-quality, stress-free route for their academically bright sons and daughters from age 7 right through to 18. Almost unique around here." The Good Schools Guide