Managing the Annual Review Backlog: Insights from an Annual Review Officer
23 Aug, 20241-2 minutes
In this blog, you will learn:
- What it is like working a dual role as an Annual Review Officer and a SEND Officer.
- Tips on how to tackle the backlog of annual reviews and advice to build relationships with families.
- How to find and apply for the best SEND jobs.
As an Annual Review Officer, Manjeet Sahota is an expert in her field and has seen the highs and lows of working in the Special Educational Needs and Disabilities (SEND) sector. With more and more pressure on local authorities to meet the needs of SEND children and young people, and tackle the backlog of annual review meetings, the role of an EHCP Writer and SEND Officer is merging.
From initially starting her role working on the backlog of annual reviews for a local authority, Manjeet has taken to amending plans and leading reviews in less than 12 months.
With her passion for ensuring families and children with SEND receive the service and resources they deserve, Manjeet understands the importance and power of communication, building trust and working in partnership with families, schools and other professionals.
Manjeet has a proven track record of working on a backlog of assessments and annual reviews.
Manjeet, can you tell me about your career journey so far?
I have been working in education, specifically the SEND sector for 3 years. Prior to this, my background in local authority spans over 19 years. I joined the local authority from a voluntary sector background working with disadvantaged communities. So, it felt natural for me to move into my current area of work.
I am a naturally empathetic individual and have a strong sense of justice. I strongly believe that everyone who needs support is supported and I love seeing others succeed when they have the right tools. I find it really rewarding to help others.
What does your current role consist of?
My current role started as an Annual Review Officer as part of a backlog project. As we have started clearing the backlog, my role has evolved and I undertake quite a bit of complex casework.
I also attend annual reviews for young people in the Preparing for Adulthood (PFA) age range, to attempt to re-engage those that have been out of education for a while or work with them to help them progress along the employment path.
I start my day by reading and responding to emails and returning calls from professionals and parents. It is really important to be organised, so the day before, just before I log off, I prepare a ‘to do’ list for the following day. I amend, maintain or send proposals to cease EHC plans, attend review meetings or meetings with parents to discuss any amendments I have made to the plan.
How has your role as an Annual Review Officer evolved?
It’s evolved (I guess) from going into the role of looking at only backlogs to now also doing new reviews, so it’s not just dealing with the backlog and having a caseload of complex EOTAS cases for post 16 year olds.
I’m doing a lot of meetings, whereas when I was employed for the role, it was only amending plans. Now it’s holding reviews and leading on them. In my previous role (not agency) I was a SEND Officer for 0 -13 year olds and did everything from receiving the assessment request to finalising plans and holding reviews, so I have a broad experience across the 0-25 age range.
What’s the most valuable lesson that you have learned in your career?
Don’t promise what you cannot deliver, just be open and honest with parents and young people, as communication and transparency is key. As part of a backlog project I have managed to rebuild trust and relationships with parents and young people, many of whom may not have felt they have had the experience they should have.
Building positive relationships with families from the start is crucial, and having a great team of colleagues and managers is also important!
Can you share some obstacles you have faced and how you overcame them?
Staff retention is a huge issue and this can have a big impact on families who may already be on their third caseworker. When I take over a case, I always have to reassure the families and this can become challenging as I expect they have heard it all before.
My role is also very busy and can be pressurised, with deadlines to meet and lots of emails coming in from settings, professionals, young people, parents, carers etc. Parents and families want responses straight away and it can sometimes feel like everything is coming at you at once!
What advice can you give to people working as an Annual Review Officer?
The best advice I can give is – when you feel overwhelmed, stop, take a breath and remember to manage your expectations from the beginning. Also, be a good communicator! Communicate with the families you work with, and be open and transparent. If you don’t know the answer, be honest and tell them you’ll find out and get back to them.
What I usually say to people when I first introduce myself is that they can email me at any time and I will get back to them, it may not be straight away but I always will. However, if they haven’t heard from me within 3 days, I tell them to give me a nudge (I have usually contacted them by then) it just gives you some space.
It can be difficult for parents to see SEND Officers as people that are working alongside them with the child’s best interests in mind. You will sometimes come up against an ‘us and them’ situation but it really isn’t like this. I always reassure families that I share the same objective, and that I want to help their child be supported so they can achieve their outcomes.
How have things changed or progressed in the SEND sector since the start of your career?
I have only been in SEND for 3 years so not a lot has changed in this time. However, if I had to say what needs to change, I would say that EHCP templates should be the same nationally to ensure consistency in quality and make it easier for parents, multi agency partners and schools to understand and navigate the EHC plan.
A standardised national EHCP template could ensure legal compliance and reduce the risk of missing essential information. This would allow efficiency in preparation, reducing admin time to transfer over to a local authority specific template when young people move in and out of areas.
What other changes would you like to see to better support the needs of children and young people with SEND?
I would like to see more special schools and more resources within mainstream schools to better support children with SEND. Not all children with SEND need to attend a special school, but I have experienced some mainstream schools encouraging parents to request special schools because they don’t feel they have the trained staff and resources.
Mainstream schools need to be provided with resources and Additionally Resourced Provision (ARP) so that they are able to better support children with SEND.
I have also experienced schools calling parents 45 minutes after they have dropped their SEND child off at school and telling them to come and collect them because ‘they are disrupting the class.’
In a previous role, I had to intervene in cases where pupils with special needs were being excluded and parents were told by the school that they would help with a ‘managed move.’ Being made to feel you are a ‘problem’ because you have a special need or disability - something you can’t control - is really heartbreaking to see. The child/young person is in the middle of all of this, and it’s difficult to imagine the negative impact this can have.
What have you learned and what advice would you give to aspiring SEN professionals entering the field today?
Stay updated with legislation and use layman terms with families – don’t just read off the code.
Learn continuously and work together with all agencies, social care settings, therapy teams and families. Remember you are not on your own in the SEND profession, there can be a lot of complexities – seek advice and guidance from your seniors to discuss any challenging cases.
What is next for you?
I am staying put where I am at the moment for as long as my contract allows. This is my first agency role having always been in permanent roles. I plan to continue working in an agency as it gives me flexibility and challenges me to step into roles and add valued input before moving on to the next challenge. I would love to be able to go into struggling authorities and add value, share my experiences and best practices.
SEND jobs
If you’re searching for your next local authority SEND job, why not take a look at the latest vacancies, or simply upload your CV to be notified when a relevant position becomes available.
Check out some SEN success stories and more exclusive interviews including behind closed doors with an EHCP Reviewing Officer and a day in the life of a SEN Case Officer.
Local authority recruitment services
As specialist local authority SEND recruiters, we support local authorities nationwide with their temporary, interim and permanent staffing needs.
We can supply SEND staff for service redesign, tackling annual review backlogs and SEND/EHC Case workers to amend plans or hold annual review meetings.
If you’re struggling to fill a vacancy, why not get in touch with one of our team to see how we can help?
- South of the UK - Richard Shorrock
- Midlands & North of the UK - Adam Zyda
Share your experience
Every individual brings a unique set of experiences, thoughts, and insights to the table. We believe in giving a voice to a community of professionals to inspire positive change and champion reform in the SEND sector.
If you work in the SEND sector and would like to share your own personal and professional experiences, we’d love to hear from you. Perhaps you have a different perspective, could offer a fresh angle, or want to challenge assumptions.
Simply reach out to our Head of Content, Nicole Sherwood, to discuss a collaboration which makes your voice count.
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