Substitute Coordinator

Job Summary

The Substitute Coordinator is responsible for arranging substitute teachers and assistants for all divisions and the office of Teaching and Learning as needed. Substitutes must be sourced from a pre-approved list confirmed by the Human Resources Department or an approved recruitment agency to ensure they are legally eligible to work in the UK and are suitable to substitute at ASL.

This role requires being able to take telephone calls in the evening from 5:00-10:00pm and weekday mornings between 6:00 and 7:30am. Calls after 7:30 for same-day substitution will be covered by the appropriate divisional office.

Responsibilities:

• Coordinate substitutes for workshops, professional development, curriculum review, and pre-arranged absences, which must be approved by the divisional principal in advance
• Receive last-minute calls requesting substitutes from sick employees and in case of emergencies; checks for voicemail messages must be made at reasonable intervals throughout the day
• Make every effort to ensure continuity of substitution if a teacher/assistant is absent for a prolonged period
• Notify divisional offices of all plans concerning substitutes in a timely manner
• Notify the security office on a weekly basis of all the substitutes who are booked for the forthcoming week, so that they have visitors' badges ready for substitutes at the entrance to facilitate the morning rush
• Compile weekly reports for the divisional offices, recording the absent employee, the nature of the absence, full or half-day substitution, the name of the substitute and the rate of substitute pay; submit these reports to be approved by the administrative assistant responsible in the divisional offices (these reports take approximately 4-5 hours per week)
• Maintain an up-to-date database, requiring regular contact with all substitutes included in the database to ascertain their ongoing availability
• Check in with teachers and divisional leaders as best possible when a new substitute has worked in the classroom for the first time to assess if s/he is a substitute to use frequently
• Become familiar with how the school divisions function in order to make informed decisions and suggestions about substitutes; this will entail spending some time at ASL to meet with faculty and staff, and to become apprised of the needs of each division
• Be aware of any changes to the daily schedule in the three divisions and schedule accordingly) (Wednesday schedule, class trips, assembly schedules, etc.)
• Cultivate and maintain relationships with substitute teachers, ensuring substitutes' queries are responded to in a timely manner
• Manage substitute teachers' schedules and availability
• Liaise with substitute teacher agencies to support any needs that cannot be covered internally
• Help organize a substitute training session in conjunction with the assistant principals, security, HR, and the Director of Teaching & Learning
• Show initiative and creativity in dealing with the demands of daily life at ASL
• Participate actively in the life of the School, through attendance at events, committee membership and leadership of extracurricular activities
• Any other duties as are within the scope, spirit and purpose of the job, as requested by the Director of Teaching & Learning

Qualifications:

• Excellent interpersonal skills, discretion and flexibility
• Demonstrably strong oral and written communication skills
• A desire to work in a team-focused, community environment
• Excellent technology skills and proficiency with databases
• A proven commitment to the safeguarding and welfare of children

This position description is current at the date shown but following consultation it may be changed to reflect or anticipate changes in the role that are commensurate with the job title and salary.