Ofsted and admin staff

[Bubble20]

Hi, I'm hoping someone can help. I've worked in school admin for a few years and somehow managed to avoid ofsted. It's now looking likely we'll get 'the call' any day now. I've googled what happens when they initially ring, general consensus is they just ask to speak to the headteacher. Is this how it works or will I, as admin staff, need to provide any information? Just to clarify, the other lady I work with has only worked in the role for a short time and therefore never experienced ofsted, I have asked my business manager a few times, which she responded to by saying she'll catch up with me, but still hasn't, I know she's drowning under work so thought I'd do my own research. TIA

Hi. What you have written is correct. They will want to speak to the Head. They will not ask you to confirm any information so don't worry. They will then book with the Head the 90 min call for later that day. Once the call comes in there should be a school wide plan of what happens next.. this is where it is all systems go and there will be things for the admin team to do. For you it would probably include getting refreshments, putting packs of documents together, running various data reports if that is usually your role eg attendance. Be prepared that the day they call is usually manic, with most staff required to stay until the evening.

They’ll ask to speak to the head, or the most senior member of staff if the head isn’t available. Best thing you can do is make yourself available to support frantic teachers! During our OFSTED, the inspectors asked to speak to a group of support staff which included some admin staff. It was mostly about workload, well-being, CPD, leadership and safeguarding. Make sure you are clear about the KCSiE 2023 document, particularly the updates for this year. They may ask about that.

If you have any responsibility for the Single Central Record or other HR checks or admin relating to things like ensuring staff have attended s/g training, then you may have a short session with the inspector on the day. Not in the initial phone call though - that's just a case of putting them through. I've taken 'the call' and it was literally just 'Hello this is Brian from Ofsted, could I speak to the headteacher please'. Your first job is not to immediately shriek or tell anyone else (it's very tempting!!) as your head might want to manage how they break the news to staff.

As admin you will simply put the call through to the head and then keep your mouth shut. Don’t tell any other staff that you’ve put the call through. The head will tell the rest of the staff when appropriate. There will be paperwork which must be sent to all families on the day of the call. There will be a staff questionnaire to be distributed.
Depending on your admin responsibilities and how many of you there are you may be asked to provide data, personnel info, single central register info, refreshments etc. I saw my main job as supporting SLT and the rest of the staff during a very stressful time.

As admin you will put the call through to the head, in the initial phone call you won't need to provide any information. However, on the day you may be required to meet with the inspector to discuss attendance if that is your remit, as well as the Single Central Record and staff training (safeguarding, health and safety etc). However, it sounds like the business manager will be responsible for this in your school.