Receptionist And Admin Assistant

Receptionist/Administration Assistant

Senior Leader of Business Support

The post holder will have responsibility for the reception area providing a professional front of house service to visitors, staff and pupils.

The post holder will work within the Administration team and cover any aspects of administration to ensure the smooth running of an organised and efficient department. The post holder will provide administrative support for digital communication.

Key responsibilities:

Receptionist responsibilities

• To be responsible for the reception area, ensuring a professional ethos and efficient service is presented to visitors, staff and pupils at all times
• Maintain security by following visitor entry procedures in accordance with safeguarding protocols
• To undertake reception duties, answering telephone, email and face to face enquiries
• Ensure that communication within school is robust and timely, sharing information as appropriate with the correct school staff
• To relay messages from parents efficiently to the appropriate members of staff
• To ensure visitors, pupils and staff utilise the schools’ Inventry system when arriving and leaving the premises, in accordance with safeguarding protocols
• To supervise pupils in reception awaiting collection
• To provide general advice, guidance and direction to pupils, visitors and staff members.
• To open and sort the incoming mail ready for distribution on a daily basis
• To maintain and update pupil information on the schools MIS system.
• To send emails and texts to parents/carers as requested by staff using the MIS system.
• To deal with any complaints sensitively in accordance with the school’s complaints procedures
• To ensure that the reception area is kept clean, tidy and free from congestion
• Follow procedures required during a Fire Alarm or Lock Down

Office Administration

• To assist the administration team workload as directed by the Senior Leader of Business Support
• To coordinate specific admin ‘project’ activity as requested
• To assist in maintaining the schools MIS system as required for data entry and retrieval of information
• To support with the school’s communication app MCAS
• To support the school, staff and pupils with all administrative tasks.
• To support with the administration associated with whole school events e.g., open days, progress evenings
• To provide support and cover within the administration team during periods of staff absence

Events and Promotional Materials

• To be responsible for the internal marketing and co-ordination of specified school events
• Liaise with relevant staff and external suppliers in respect of marketing and co-ordinating of events
• To assist with the presentation and planning of events such as Open Morning and Presentation Evening
• Be responsible for the upkeep of the school’s website, maintain high standards and accuracy of the website and ensure it is updated with required regulatory documentation
• Be responsible for promoting and maintaining the use of the school’s social media e.g. Twitter account

All employees have the responsibility to:

• Ensure any documentation produced is to a high standard and is in line with the brand style
• Be aware and comply with all policies and procedures relating to safeguarding, child protection, health, safety and security, confidentiality and data protection, reporting all concerns to the appropriate person
• Participate in training and other learning activities as required
• Participate in the school/academy Performance Management process
• Provide appropriate guidance and supervision and assist in the training and development of staff as appropriate
• To promote the area of responsibility within the school/academy and beyond
• To represent the school/academy at events as appropriate
• To support and promote the school/academy ethos
• To undertake any other duties and responsibilities as required that are covered by the general scope of the post
• To undertake any other reasonable duties at the request of the Chief Executive Officer and Headteacher

Essential

• A good level of general education including GCSE Mathematics and English Language A*-C or equivalent
• Ability to undertake further training and development as required

Desirable

• Additional languages

Essential

• Working in a school or office environment in an administrative capacity
• Working in a busy office with the ability to respond positively to high work demands and at time, extreme pressure
• Handling confidential information and materials sensitively and appropriately
• Managing own workload, monitoring performance and ensuring optimum use of resources and systems available
• Undertaking a range of clerical and Administrative duties including data input and retrieval

Desirable

• Experience of working in a school environment
• Knowledge of safeguarding procedures in relation to visitors in a school environment

Essential

• Good use of IT systems with an excellent knowledge of MS Office packages
• Good understanding of social media

Desirable

• Knowledge of safeguarding procedures in relation to visitors in a school environment

Essential

• Excellent organisational skills
• Ability to prioritise workload and conflicting priorities
• Ability to work to deadlines with excellent attention to detail and accuracy levels

Ability to work as an efficient team member

• Ability to work unsupervised and organise own workload
• Ability to be effective in the face of difficult situations
• Articulate and attentive to detail
• Confident oral communicator and excellent interpersonal skills with the ability to interact and communicate effectively with a wide range of stakeholders
• Confidence and ability to establish effective working relationships
• Willingness and ability to work co-operatively as part of a team
• Ability and willingness to use own initiative
• Flexibility and ability to cope with a wide range of tasks in a busy and changing environment
• A commitment to being a role model for pupils in relation to overall conduct to include the following; dress code, attendance and timekeeping
• Bright, confident personality, energetic, enthusiastic and committed
• Reliable, honest and trustworthy.