About Swindon Tuition Centre
Swindon Tuition Centre provides specialised educational support for children and young people
who are not accessing mainstream education. We aim to provide a nurturing, inclusive and
individualised environment in which every student is supported to achieve positive educational
and personal outcomes.
Job Purpose
The AP Administration Coordinator will provide dedicated administrative coordination and
support across Swindon Tuition Centre's Alternative Provision and referral processes.
The role will have particular responsibility for ensuring that referrals, placement documentation,
pupil information, records and communications are processed accurately and efficiently,
providing a clear administrative link between schools, Local Authorities, parents/carers and
STC's Alternative Provision team.
The postholder will work closely with the Admin Manager, AP Managers and wider team to
maintain effective administrative systems and support the smooth day-to-day operation of
Alternative Provision.
General administrative support will form part of the role where required; however, the primary
focus will be Alternative Provision and referrals administration.
Key Responsibilities
1. Referrals and Placement Administration
● Monitor and support the management of incoming Alternative Provision referrals.
● Process referral documentation accurately and promptly.
● Ensure all required information is received prior to placements commencing and follow
up missing information where necessary.
● Maintain accurate referral records and trackers.
● Support communication with schools, Local Authorities, parents/carers and other
professionals throughout the referral and placement process.
● Coordinate administrative arrangements for new placements and ensure relevant
information is communicated to the appropriate internal teams.
● Support the organisation of initial meetings, reviews and other placement-related
meetings where required.
● Maintain clear records of referral status, placement decisions, start dates and relevant
correspondence.
● Support the timely closure and archiving of placement records when pupils leave the
provision.
2. Alternative Provision Administration
● Provide day-to-day administrative support to AP Managers and the wider Alternative
Provision team.
● Maintain accurate pupil and placement information across relevant STC systems.
● Support the administration of pupil timetables, attendance information and placement
documentation.
● Ensure relevant information is appropriately shared with staff supporting individual
pupils.
● Support communication with commissioners, schools, Local Authorities, parents/carers
and external professionals.
● Assist with the preparation and circulation of reports, review documentation and other
AP information.
● Maintain organised electronic records in accordance with data protection and
confidentiality requirements.
● Support AP Managers with administrative actions arising from meetings and reviews.
● Help ensure changes to placements, hours or commissioning arrangements are
accurately recorded and communicated.
3. Attendance and Information Management
● Support the maintenance and monitoring of accurate pupil attendance records.
● Assist with attendance communications and escalation processes in accordance with
STC procedures.
● Maintain accurate and up-to-date pupil information.
● Support data gathering and reporting requirements relating to Alternative Provision.
● Identify missing or inconsistent information and proactively seek clarification.
● Ensure sensitive pupil information is handled appropriately and confidentially.
4. Safeguarding and SEND Administration
● Provide administrative support to safeguarding processes under the direction of the
DSL/DDSL team.
● Ensure safeguarding information received through referrals is appropriately identified
and passed to the relevant safeguarding lead.
● Support the maintenance of accurate and confidential safeguarding records where
required.
● Ensure relevant SEND, EHCP, medical, risk and support information received through
referrals is appropriately recorded and communicated to relevant staff.
● Maintain appropriate confidentiality and information-sharing practices at all times.
● Escalate concerns rather than making safeguarding or SEND decisions outside the
scope of the administrative role.
5. Communication and Customer Service
● Act as a professional point of contact for schools, Local Authorities, parents/carers and
other professionals.
● Monitor relevant AP/referrals email inboxes and ensure enquiries are responded to or
directed appropriately.
● Provide clear, timely and professional communication regarding referrals and
placements.
● Develop positive working relationships with internal and external stakeholders.
● Handle sensitive or challenging conversations professionally and escalate matters
appropriately.
6. General Administration
● Provide general administrative support to the Admin Manager and wider team where
capacity and operational requirements allow.
● Answer telephone and email enquiries and direct them appropriately.
● Assist with meetings, correspondence, documentation and record keeping.
● Support wider administrative activity during particularly busy periods or staff absence.
● Contribute to continuous improvement of administrative systems and processes.
Working Relationships
The postholder will work particularly closely with:
● Admin Manager
● AP Managers
● Safeguarding Team
● Curriculum/teaching staff
● Finance and Operations
● Referrals and commissioning contacts
● Schools and Local Authorities
● Parents/carers and external professionals
Person Specification
Essential
● Previous experience in an administrative or coordination role.
● Excellent organisational and time-management skills.
● Strong written and verbal communication skills.
● High level of accuracy and attention to detail.
● Ability to manage multiple priorities and deadlines.
● Confidence communicating with a range of professionals and stakeholders.
● Ability to handle sensitive and confidential information appropriately.
● Strong IT skills, including Microsoft Office and Google Workspace.
● Ability to work independently while contributing effectively to a wider team.
● Proactive approach to identifying and resolving administrative issues.
● Flexible and adaptable approach to changing operational demands.
● Commitment to safeguarding children and young people.
Desirable
● Previous administrative experience within education, Alternative Provision, SEND or a
similar environment.
● Experience of processing referrals or coordinating placements/services.
● Experience working with schools, Local Authorities or other education professionals.
● Experience using education MIS/record-management systems.
● Understanding of safeguarding, SEND and EHCP processes.
● Relevant administration/business qualification.
Additional Requirements
The successful applicant will be required to undertake all appropriate safer recruitment and
pre-employment checks and participate in relevant safeguarding and professional development training.
Pay: £26,600.00-£28,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- Referral programme
- Work from home
Work Location: Hybrid remote in Swindon SN1 1SD
