Student Data and Operations Officer

GEMS International School, Al Khail, opened in September, 2013, as a premium school offering the International Baccalaureate (IB) programme.

The Student Data and Attendance Operations Officer is responsible for ensuring that student data, attendance records and daily attendance processes are accurate, timely, compliant and operationally effective across the school. The role provides the administrative backbone for whole-school attendance, ensuring that registers are completed correctly, unexplained absence is followed up promptly, attendance information is escalated appropriately, and leaders have reliable data to support intervention, safeguarding and school improvement.

The postholder will work closely with reception, teachers, pastoral teams, safeguarding colleagues, phase leaders, the Senior Attendance Champion and the operations team to ensure that attendance is managed as a whole-school priority.

The role is administrative and operational in nature, but it is central to ensuring that the school has robust oversight of student presence, absence, punctuality, attendance patterns and related communications with families.

• Maintain accurate, complete and up-to-date student records within the school MIS and related operational systems.
• Oversee the daily administrative operation of attendance, punctuality, absence follow-up, register checks and attendance coding.
• Ensure unexplained absence is followed up promptly and escalated where safeguarding, welfare or persistent absence concerns arise.
• Produce regular attendance reports, dashboards and analysis for leaders, pastoral teams and operational meetings.
• Support consistent parent communication through timely, accurate and appropriately worded attendance information.
• Maintain clear records of attendance actions, contact attempts, parent responses, reasons for absence, escalation points and agreed next steps.
• Support inspection, accreditation, audit and regulatory readiness through accurate data, evidence files and attendance documentation.

• Maintain accurate and up-to-date student records on the school MIS, including enrolment status, student details,class allocation, year group, contact information, emergency contacts, language information, nationality,demographic data and relevant operational fields.
• Coordinate regular checks of student information to ensure that key data fields are complete, accurate and consistent across MIS, attendance, safeguarding, communications and operational systems.
• Ensure that student data is maintained to support KHDA, GEMS, internal, inspection, accreditation and leadership reporting requirements.
• Produce reports relating to student numbers, attendance, punctuality, absence categories, cohorts, phase trends,demographics and operational data as required.
• Support data audits, documentation checks and records maintenance in accordance with school policy, data protection expectations and confidentiality requirements.
• Assist with class lists, student movement updates, withdrawals, new starters, timetable-related student information and other operational data processes.
• Maintain clear electronic filing systems for key student documentation, attendance evidence and operational records.

• Coordinate the daily attendance administration process across the school, ensuring that registers are completed accurately and within agreed time frames.
• Check morning and afternoon/session registers for missing marks, incomplete entries, late submissions, unexplained absences and inconsistent coding.
• Follow up promptly with teachers, tutors, phase teams or administrative colleagues where registers have not been completed or where data requires correction.
• Monitor late arrivals and early departures, ensuring that these are recorded accurately and supported by appropriate parent communication or approval where required.
• Ensure attendance codes are entered consistently, accurately and in line with school policy, regulatory expectations and agreed internal procedures.
• Maintain a daily register completion log, highlighting staff follow-up,…