Dunottar School - Afternoon (PM) Receptionist/Administrator (part time, job share)

Dunottar is a vibrant, co-educational independent school for pupils aged 11-18 set in 15 acres of beautiful grounds on the outskirts of Reigate, in Surrey. Our aim at Dunottar is to bring out the best in every child. We nurture them to be confident and compassionate individuals, to be involved in our community and to stretch themselves to achieve their academic best. 

Dunottar is a small school with a big heart and our staff are integral to creating the positive, inspiring environment that our pupils and parents love. As part of the United Learning family of schools our staff have access to excellent CPD opportunities and exciting career progression, as well as being able to share best practice and resources.

Overview

Dunottar School is looking to recruit a part-time afternoon (PM) Receptionist/Administrator on a job share basis to support with our busy reception function. This is fast-paced and diverse key role at the school which has lots of day-to-day interaction with our staff, students, parents, and visitors. The ability to provide a warm and welcoming atmosphere together with being able to prioritise differing responsibilities is a key requirement for this role. Experience of working in an educational environment, where safeguarding is a priority, would be advantageous but not essential as full training will be provided. Experience of working in a job share capacity would be desirable but not required as full support will be given as part of the induction and on-going CPD process.

General administration duties

• Producing, proof reading and sending clarion 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, filing, faxing, emailing 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
• Dealing with deliveries and storing as appropriate
• Maintaining records of pupils on school computer system
• Support with processing DBS Checks
• Administration of school mailboxes
• To assist the Finance department in general accounting and provide administrative support.

Key responsibilities include but are not limited to:

• Liaising with current hirers including invoicing
• Organising and dealing with coach queries
• Preparation of reports using Microsoft Office
• Answering routine correspondence
• Maintaining school, office and lettings diaries
• Maintaining records of suppliers on school computer system.
• Lost property liaison with students and parents

Reception

• Undertake reception duties, answering general telephone, email and face to face enquiries and signing in visitors in accordance with safeguarding requirements
• Ensuring the meeting room is cleared after use and is in a good condition for the next user.
• Booking the meeting room for staff if required.
• Organising coach passes for pupils.
• Supervise after school club for pupils.
• Booking students onto the School Coach.

Person Specification

The essential skills, knowledge and experience required are:

• Responsible, self-motivated and willing to be a role model to pupils and staff; reliable, trustworthy and discreet
• Ability to anticipate potential problems and remedy accordingly together with the ability to be solutions focused
• Maintain high levels of confidentiality
• Highly developed planning and organising skills as well as a keen eye for detail
• Ability to maintain focus and work under pressure to achieve tasks within a demanding environment with tight time constraints
• Strong communication skills both verbal and written; ability to liaise effectively within and outside of the organisation
• Enthusiastic team player, with strong interpersonal and problem-solving skills
• Accustomed to working collaboratively within a busy office environment
• Highly flexible and able to multi-task
• Ability to work effectively as part of a job share arrangement
• Strong customer service orientation and skills
• IT literate, with extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases
• Ability to contribute to the school’s ethos of excellence and mutual respect.
• High levels of personal and professional integrity
• Self-confidence, personal energy and dynamism
• Personal warmth, good rapport with pupils, colleagues and parents
• Excellent organisational skills with the ability to look forward and pre-empt situations.
• Excellent oral and written English skills
• Appropriate levels of personal presentation
• To undertake appropriate professional development including adhering to the principle of performance management
• A commitment to safeguarding and promoting the welfare of children and young people

In addition to a competitive salary, we can also offer you the opportunity to join our pension scheme, flexible benefits through the United Rewards Scheme and free school lunches during term time. Further information about our school can be found on our website www.dunottarschool.com

Dunottar School is committed to safeguarding and promoting the welfare of children and young children, therefore all positions are subject to an Enhanced Disclosure and Barring Service check (DBS).

This job description is not intended to be all-inclusive, and the post holder may perform other duties reasonably required by the Headmaster.  

The School reserves the right to make an appointment at any stage during the recruitment process.