Pastoral & Safeguarding Coordinator

JOB PURPOSE

We are seeking a highly organised and technologically proficient Pastoral and Safeguarding Coordinator to provide vital, specialised administrative and system support for the Deputy School Director (Pastoral), Designated Safeguarding Lead (DSL), Assistant Heads and the wider Pastoral Team at Aiglon College. This critical role ensures the integrity and optimal performance of all core safeguarding and student safety systems, manages confidential case records, supports compliance, and provides essential administrative support crucial to the welfare of students in our international boarding environment in Switzerland.

KEY TASKS AND RESPONSIBILITIES

Safeguarding Systems, Case Management & Compliance

1. Safeguarding System Management (MyConcern)

• System Expertise: Maintain a detailed working knowledge of all areas of the current safeguarding system (MyConcern), together with its supporting systems and services.

• System Oversight: Oversee the configuration and ongoing maintenance of the school's safeguarding system (MyConcern) to ensure optimal performance, functionality, and security.

• User Management: Manage all user accounts, roles, and permissions within the safeguarding system (MyConcern), ensuring users have appropriate, secure, and needs-based access to confidential information.

• Data Integrity: Regularly audit and assure the quality and integrity of data within the system.

2. Case Administration and Reporting

• Confidential Record Keeping: Maintain and update confidential safeguarding records and case files with exceptional attention to detail, handling all sensitive information with the utmost discretion and professionalism.

• Liaison with Other Schools: Liaise with other schools regarding students who are incoming or outgoing regarding their safeguarding records and ensure that the DSL is briefed regarding the secure transference of the information.

• Case Tracking Support: Support the DSL in logging concerns, accurately tracking case progress, and managing follow-up actions.

• Meeting Preparation: Prepare detailed documentation and records for internal reviews, external statutory safeguarding meetings, and compliance checks.

• Staff Liaison: Liaise with school staff across all departments to ensure the timely and accurate completion of all safeguarding paperwork and adherence to reporting timelines.

• External Regulations (Vaud): Serve as a point of expertise for documentation required for external reporting, including the school's response to safeguarding concerns with the DGEJ.

3. Training, Policy, and Compliance Support

• Training Coordination: Coordinate safeguarding training records for all staff, track completion rates, and manage the administrative aspects of boarding-related training.

• Policy Support: Support the DSL in annual policy reviews, required reporting, and inspections (e.g., compliance checks, audits) to meet both international standards and Swiss requirements.

• Pastoral Programme Support: Organisation of processes and provision for external speakers in school, in support of the pastoral programme, ensuring all speakers adhere to safeguarding protocols.

4. Welfare, Administrative, and Disciplinary Support

• Senior Calendar Management: Manage the Deputy School Directors’ calendars and correspondence related to safeguarding and pastoral matters.

• Administration Support: Serve as an administration point of contact for safeguarding-related queries from staff.

• Meeting Support: Take accurate notes or minutes at confidential safeguarding-related meetings/House Parent meetings and interviews as requested by the Deputy School Director (Pastoral), DSL, DIrector of Boarding or Assistant Heads.

• Disciplinary Administration: Provide dedicated administrative support for the Assistant Heads with disciplinary matters, including organising documentation, communication with staff/parents, and managing follow-up actions. Manage the Laps systems and the monitoring of merits and demerits.

• Behavioural Systems: Support with behavioural management systems, documentation and communication within the Pastoral Team, ensuring consistent record-keeping.

• Reporting & Briefings: Prepare reports, presentations, and briefings for the safeguarding team and pastoral leadership, summarising data and key issues.

• Data Consistency: Collaborate with Admissions, the Studies office, boarding, the Attendance Officer and academic departments to ensure student information is consistent and up to date across all systems.

• Provide Support and Coverage: for other administrative roles, dependent on absences/capacity of colleagues in other parts of the school, as required.

5. Senior Staff Support

• Manage Calendar and Correspondence of Deputy School Director (Pastoral).

• Provide additional administration support to Director of Boarding, DSL and Assistant Headteachers.

• Coordinate boarding related training.

• Coordination of booking and logistics related to external speakers booked by the Deputy School Directors/Director of Boarding/Assistant Headteachers.

OTHER TASKS AND RESPONSIBILITIES

• Understand and implement all school policies and procedures, particularly those relating to safeguarding children and young people.

• Undertake any other task which may be reasonably requested by the Deputy School Director (Pastoral)/DSL to assist in the smooth running of the team.

• Understand the School’s Guiding Principles and uphold the ethos of the School at all times.