Administrator/ Reception

Salary:   FTE salary up to £22,450 per annum (actual salary up to £9,500 per annum) dependent on experience

Start date: August 2021

Hours: 19 hours a week

Working Pattern:

• 2 days a week (Monday-Tuesday or Thursday-Friday)

• 8am until 5:30pm term time

• 8:30am until 3.30pm in school holidays

• Holiday allowance: 25 days FTE

This is a fixed term one-year contract with the view to be made permanent

Dunottar is a co-educational school for pupils aged 11-18 set in extensive grounds of 15 acres on the outskirts of Reigate. Under the Headship of Mark Tottman, the school is on a very exciting journey having recently won the prestigious Education Business Award for the ‘Outstanding Progress – UK Independent Schools’ category 2019. Dunottar is experiencing fast growth in pupil numbers and to accommodate future growth, we have recently completed a £6.6 million capital development programme to build a new Sixth Form Centre and Assembly Hall/Performing Arts Centre.

Dunottar is a great place to work, with a team of highly professional and committed teachers and support staff.  We incorporate best practice from independent schools and academies right across the United Learning Group, whilst retaining our unique, friendly ethos in Reigate where pupils are nurtured to make significant personal progress at the same time as achieving excellent academic results.  United Learning is an outstanding organisation which prides itself on providing a working and learning environment which encourages ‘the best in everyone’.  You will join a network of staff belonging to 90 other schools, with opportunities to engage with fellow professionals which far exceed what one school could achieve on its own.  Personal development and career opportunities are excellent. They will also play an active role in the extensive and varied co-curricular program, both during the working week and some weekends.

Overview

Dunottar school is looking to appoint a customer service orientated and well-organised part-time receptionist to provide comprehensive and efficient front-of-house reception services, as well as administrative support.

As the first point of contact for our students, staff, visitors and parents, this role is key to delivering the welcoming and friendly ethos upon which Dunottar School prides itself and is well known. This role is varied and busy and requires high levels of prioritisation skills and personal warmth, ensuring confidentiality is maintained at all times. This role will also provide administrative support to the PA team, Finance function and other members of staff, as and when required. The ideal candidate will have excellent interpersonal skills, and previous experience of working in a similar role. Excellent verbal and written communication are essential, as well as flexibility, attention to detail, and complete discretion at all times.

You will also have a strong interest in student and staff wellbeing and seek to quickly build positive relationships with all members of the Dunottar community. This is a fast paced and operational role and you will need to be extremely organised and used to effectively managing multiple priorities.

This is a part time year-round appointment with a competitive salary and benefit package. The hours of work are 8am until 5:30pm during term time with reduced hours during school holidays (8:30am until 3.30pm in school holidays).

General administration duties

• Producing, proof reading and sending clarions calls including the Dunottar Download.

• Assist in arrangements for school trips, events and after-school clubs.

• Taking and making telephone calls/texts and delivering messages as appropriate

• Photocopying, emailing, scanning and completing routine correspondence

• Assist with pupil first aid/welfare duties, looking after sick pupils and liaising with parents/staff etc.

• Maintain stationery and first aid stock and supplies, cataloguing and distributing as required.

• Filing and archiving

• Document scanning

• Dealing with deliveries and storing as appropriate

• Maintaining records of pupils on school computer system

• Support with DBS and Prohibition Checks as required

Reception

• Undertake reception duties, answering general telephone, email and face to face enquiries and signing in visitors in accordance with safeguarding requirements

• Dealing with pupils’ queries throughout the day in a friendly and welcoming manner

• Ensuring the Drawing Room is cleared after use and is in a good condition for the next user.

• Booking internal rooms in the school day for staff if required using booking system

• Organising coach passes, late coaches and extras for pupils

• Maintaining spreadsheet and dealing with coach queries

• Overseeing booking system for lettings, liaising with hirers to keep paperwork up to date

• Liaising with PTA for school events

• Maintaining minibus bookings, retain keys & log

Finance

• To assist the Finance department in general accounting and provide administrative support. Key responsibilities include but are not limited to:

• Banking and cash receipts

• Petty Cash payments and reconciliation

• Raising fee bills

• Inputting invoices.

• Dealing with fee bill queries

• Sending out statements and debt chasing letters

• Placing of purchase orders

• Liaising with current hirers including invoicing

• Maintain coach spreadsheet for invoicing pupils

• Preparation of reports using Microsoft Office products

• Answering routine correspondence

• Maintaining School, Office and Lettings Diaries

• Maintaining records of suppliers on school computer system