Receptionist – Sixth Form

Duties and responsibilities

Reception

• Welcoming visitors to the school, ensuring visitors are well cared for and the visitor areas are well kept;
• Dealing with personal, telephone and email enquiries; taking and passing on accurate messages, being quick and efficient in transferring calls to the relevant colleagues and generally ensuring an efficient and friendly manner;
• Responding to parent and guardian queries regarding our students;
• Liaising with Form teachers and boarding staff to provide pastoral support for students;
• Helping Students with other administrative matters such as arranging appointments and transport arrangements;
• Answering queries from students and staff and passing on messages as necessary; and
• Using Outlook calendars to book rooms and review appointments and manage the bookings for events and visits.

Administrative Support for Staff

• Ensure that current student records are accurately maintained and updated using the School’s management information system, working with the Academic coordinator to ensure subject and timetable information is correct;
• Monitor and record pupil attendance; follow up on absences and compile absence reports as required; assist with the dispatch of student reports;
• Providing administrative support for staff, including document preparation; photocopying; printing; information collection, coordination and distribution and report creating;
• Manage set up and arrangement for student events and activities, for example: trips, Parents Evenings, careers and further education events, start and end of term;
• Managing stock of stationery and other consumables used in the day to day life of the School;
• Dealing with incoming and outgoing post, deliveries and couriers;
• Oversee staff and student common areas and meeting rooms, ensuring spaces are well kept and visitor friendly and notice boards are up to date;
• Provide liaison with maintenance, catering and IT staff; and
• Create tables and reports, mailing lists and other information using the student database.

Admissions Support

• Record information of enquiring and enrolling students and their families, agents and guardians;
• Dispatch prospectuses and other literature to prospective families; and
• Support with the administration of taster days and assessments

General

• Maintain confidentiality at all times; and
• At the request of the Head, help with any other tasks and support colleagues as necessary.

Please note that the above should be taken as an indicative, rather than exhaustive, list of duties and responsibilities. You may, therefore, be asked to carry out tasks of a more general nature that are not specifically mentioned in this job description, but are still in line with the expectations of the Receptionist in a busy educational establishment. A high degree of flexibility is needed to ensure that we can deal with the rhythms of life in a busy school. You must therefore expect, from time to time, to help where needed and to undertake tasks of a more general nature that are not specifically mentioned in this brief.

Hours

This is a full-time, year round position, working an average of 37.5 hours per week Mon – Fri 8am – 4:30pm inclusive of an hour off for lunch.

Salary

The salary for this position will be dependent on experience.

Staff at d’Overbroeck’s also benefit from

• free cooked lunches during term-time
• access to ‘We Care’ medical and counselling services
• discounted membership rates for a nearby sports and leisure club
• participation in the ‘Cycle to Work’ scheme
• fee discounts for children of staff attending d’Overbroeck’s School

Further information

If you would like any further information at this stage, please contact Leena Telo, Administration Manager – Leena.Telo@doverbroecks.com

Applications

Applicants should complete the Form entitled Application for a Non-Teaching Post which can be downloaded from https://www.doverbroecks.com/about/careers/

The Application Form, full Curriculum Vitae and a covering letter should be emailed to HR@doverbroecks.com and a signed copy sent to:

HR

d'Overbroeck's

333 Banbury Road

Oxford

OX2 7PL

The final date for submission of applications is 28th February 2023.

Please apply as soon as possible. All applications will be processed on receipt.

Short-listed applicants will be notified of the interview arrangements as soon as possible after short-listing. Please note, however, that we reserve the right to shortlist and invite suitable candidates in for interview prior to this date, as we are looking to make a new appointment as quickly as possible.