Attendance Officer
Term time plus five weeks
08:00 – 16:00
“ Pupils show an acute sense of respect for each other and were unanimous in their belief that diversity is a normal part of life.
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ISI Inspection
ISI Inspection
” Both in and out of class, behaviour is excellent.
Thank you for your interest in the position of Attendance Officer at the Royal Grammar School Guildford.
The RGS boasts a diverse, vibrant community of individuals in both teaching and support roles who take pride in the success of their School.
The School’s success presents itself in its most recent GCSE and A level results; in the large number of student applications year on year (consistently four applications for every place); the ISI inspection report in which the RGS was rated ‘Excellent’ across all aspects of School life; in the range of sporting achievements and in the staff who are proud to say that they work here.
Our boys are “excellent listeners who contribute to discussion with great respect” and “display excellent attitudes to their learning” (ISI report, February 2022). The academic standards in the School are excellent and the curriculum is enriched by an extensive extra-curricular programme in which all academic staff are expected to participate; sports and the arts are an important element in School life.
The benefits of working here go beyond those listed in the job description; if you accept an offer of employment, you would be joining a staff body that collaborates professionally and socially across all departments.
The RGS is an exciting place in which to be a member of staff; I look forward to receiving an application from you.
HEADMASTER
The Attendance Officer is responsible for managing and monitoring student attendance, ensuring accurate record-keeping, and supporting the school’s efforts to improve attendance rates. This role involves close collaboration with parents/guardians, school staff, and external agencies to address attendance-related issues and promote a positive school environment.
Attendance Management:
• To implement a high-quality registration system.
• Monitor and record student attendance accurately in the school database.
• To account for every pupil each morning for AM registration and each afternoon for PM registration.
• Manage the day-to-day operations and maintenance of the database system, including updating all term dates information in the register.
• To ensure that the register uses the appropriate statutory national attendance and absence codes as set out in School Attendance (Pupil Registration) (England) Regulations 2024.
• To assist/support staff in the use of the registration protocols and relevant IT systems as appropriate.
• Monitor absences logged via email and phone with the Receptionist.
• To liaise with form teachers to follow up on all unexplained absence.
• Log daily notifications from parents/guardians regarding student absences.
• Make sure all annual fire registers are up to date in liaison with the Receptionist.
Absence Requests and Processes:
• Manage absence requests, coordinating with the Headmaster, Senior Deputy Head or Heads of Year for necessary signoffs.
• Ensure all absence processes are followed correctly and efficiently.
Reports and Statistics:
• Generate and analyse attendance reports and statistics to identify trends and areas for improvement.
• Provide accurate and timely monitoring reports for pastoral staff.
• Help ensure the school fulfils its duty of care for pupils by reporting and following up on absence in a timely manner.
• Oversee the annual Registration Report print and file accordingly. Ensure accurate registers are available for inspection.
• Liaise with the Student Wellbeing Practitioner to identify trends or patterns of absence.
Attendance Letters:
• Draft and send attendance letters on behalf of Heads of Years to parents/guardians, addressing attendance concerns and outlining necessary actions.
• Liaison with Head of Section and DSL:
• Collaborate to ensure attendance codes and evidence are accurate and up to date.
• Maintain effective communication to support students with attendance issues.
• Alert the Deputy Head (Pastoral) to missing pupils and follow the “missing pupil” policy if required.
Liaison with Head of Section and DSL:
• Collaborate to ensure attendance codes and evidence are accurate and up to date.
• Maintain effective communication to support students with attendance issues.
• Alert the Senior Deputy Head and Senior Attendance Champion to missing pupils and follow the “missing pupil” guidance if required.
• To assist in the provision of First Aid to pupils (appropriate First Aid training will be provided).
• To cover for members of the Front Office team in the case of unplanned absences or emergencies.
• To assist with general enquiries to the School, whether by telephone, email, or in person. As required, assisting the School Receptionist in greeting and signing in visitors to the school.
• To assist with bulk batch photocopying and printing, as required.
• Strong organisational and record-keeping skills.
• Attention to detail and accuracy in data entry and reporting.
• Excellent communication skills, both written and verbal.
• A strong ability to deal with people at all levels of the organisation in a patient and professional way, upholding the standards of the school.
• Ability to work independently and as part of a team.
• Proficiency in using school software and Microsoft Office Suite.
• Understanding of school policies and procedures related to attendance.
• Maintain strict confidentiality and work with the highest level of discretion at all times.
• To be able to make clear, calm, and effective decisions in demanding situations and manage competing issues simultaneously.
• Previous experience in a similar role within an educational setting.
• Knowledge of attendance regulations and best practices.
• Experience working with parents/guardians and external agencies.
Your career at the RGS begins with a warm welcome and comprehensive induction. You will be introduced to department colleagues, key people within the School and fellow new starters from across the departments.
Opportunities to get involved in wider school activities are many and varied; sporting fixtures, theatre productions and field trips to name just a few. Then there are the social groups set up by and for colleagues which include a running group, book club, theatre trips, football and a wind band. However you choose to get involved, you are guaranteed to find yourself among like-minded individuals.
School Receptionist, joined 2021
What do you love about your department? We laugh every day.
What is your motto in life?
Surround yourself with people who are kind and funny.
International Operations Director, joined 2018
What’s the best thing about working at the RGS?
The caring nature of the RGS and that there is no mistake that, whatever your role, you are part of the team.
Which staff social groups are you involved in?
Cycling - but I need to do more!
Management Accountant, joined 2022
What do you love about your department? It's a really friendly environment and everyone is very helpful
What would be the title of your autobiography? What was I thinking?
In addition to joining a successful and sociable staff body you will also receive the following benefits:
Hours of work
Remuneration
Fee reduction
Private healthcare
Pension
Commuting Loan
Gym
Dining
Employee Assistance Programme
08:00 – 16:00 during term time, plus five weeks during the School holidays.
Circa £28K pro rata
Fee reduction for son(s) of staff is available (after a qualifying period and subject to success at the entrance examination).
Private medical cover is available for all staff. This is paid for by the School, but is a taxable benefit so there is an indirect cost to the individual.
All support staff are automatically enrolled into the company pension scheme. The level of contribution by the individual is 5%; the School will contribute 10%.
Interest-free loans are available for rail season ticket holders.
Use of on-site gym at certain times of the day.
A choice of hot lunches, a delicious salad bar and range of desserts are provided daily in the staff dining room during term time.
A free, confidential counselling & wellbeing support service that can support you, your partner or spouse, and dependent children over 16 still living at home.
The RGS is a kind, inclusive, tolerant community where diverse opportunity, personal development, high achievement and collaborative partnership define who we are.
Our values of inclusivity, scholarship, integrity, respect, courage and collaboration underpin all we do.
Boys come to the RGS from around 140 different schools in Surrey and the neighbouring home counties and this number is growing each year. We regularly receive four applications for every place.
The RGS curriculum aims to combine breadth with balance. In the first three years all boys study a broad range of subjects, choosing options at the end of their third year which sees them sitting ten GCSE subjects including English Language, English Literature, a Modern Foreign Language, Mathematics, three separate sciences and a humanities subject. From the Third Form, a Tutor Period is introduced during which boys study Information Technology, Problem Solving, First Aid, Health Education and Study Skills. It is also during this time that initial careers and higher education guidance is given which then continues throughout the boys’ time at the School.
The RGS boasts a thriving Sixth Form with all boys studying four subjects in the Lower Sixth and then continuing with three or four subjects to A Level in the Upper Sixth. This is complemented by a range of General Studies courses which are co-educational, organised jointly with Guildford High School.
All boys are encouraged to engage in independent research and activities throughout their time in the School via our Scholarship for all programme. Whilst not curricular, there is an expectation that staff will support this provision as their experience and expertise enables.
All members of the teaching staff help with co- and extra-curricular activities, of which there is an impressively wide range. Music, Art and Drama all flourish with performances, exhibitions and workshops. There is a well-equipped auditorium, a large Art School and a purpose built Music Department. We have a very active clubs and societies programme that takes place before, during and after school each day. All the Third Form take part in our curricular, weekly expedition and adventure programme, EXAD. We have five Field Days per year and also offer overseas expeditions, a large Duke of Edinburgh’s Award Programme and numerous sports tours. Staff are invited to attend and support all of these events.
Guildford is a vibrant and exciting place in which to live. Rich in history, it is a welcoming town with a flourishing and varied cultural life. Entertainment is diverse with a number of lively and nationally renowned venues including G Live, the Yvonne Arnaud theatre and the eclectic Electric Theatre. There are outstanding sport and leisure facilities which include the state-of-the-art training venues and sports complexes of Surrey Sports Park and Guildford Spectrum. Guildford offers one of the south east’s best shopping experiences with the iconic High Street combining exclusive and popular national chains as well as a number of independent retailers. Dining options cater for every taste and budget with local traditional and gastro pubs in nearby Surrey villages drawing customers from a wide area.
Educationally, Guildford is thriving. RGS Guildford and Guildford High School are regularly ranked in the top ten single-sex schools in the country. RGS also enjoys close links with other girls’ schools, Tormead School and St Catherine’s, Bramley. The University of Surrey was awarded ‘University of the Year for Graduate Employment’ by The Times and The Sunday Times Good University Guide 2022.
Guildford has the advantage of being very accessible and enjoys excellent transport links. London is just over a 30-mile drive via the A3 and well served by trains (just 29 minutes to Clapham Junction and 39 minutes to London Waterloo). International airports London Gatwick and London Heathrow are only 30 minutes from the town.
Areas of Outstanding Natural Beauty are close by; the Surrey Hills and North Downs are on the School's doorstep and provide opportunities to enjoy the stunning countryside; the south coast is approximately one hour by car.
William Cobbett “
The town of Guildford, which I, who have seen so many, many towns, think it is the prettiest, and…most happylooking, that I ever saw in my life.
The setting:
The Surrey Hills
North Downs
South Downs
Picturesque villages
The south coast
Travel by rail:
Clapham Junction 29 minutes
London Waterloo 39 minutes
Portsmouth Harbour 60 minutes
Gatwick Airport 45 minutes
Travel by road:
London 32 miles via the A3; Heathrow 22 miles; Gatwick 34 miles via A3 and M25; Portsmouth 44 miles; Brighton 59 miles
North Downs
The Royal Grammar School Guildford meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to an enhanced criminal record check from the DBS before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. It is of fundamental importance to The Royal Grammar School to ensure, so far as possible, that those who take up appointments do not pose a risk to the children in its care.
We are proactively committed to creating a diverse staff body, which reflects the community that we teach. At RGS we value diversity and inclusion; we want to attract the best people for the roles available. This is regardless of age, ethnicity, sexual orientation, gender, disability, socioeconomic status or religious beliefs.
Please note: applications will be considered on receipt and we reserve the right to close applications early.
