EYFS Receptionist and Administration Assistant

West House School is seeking an Early Years Receptionist and Administration Assistant to welcome parents and pupils to the Early Years Department and assist the practitioners and leadership staff with administration. The ideal candidate will be welcoming, friendly and professional, with the ability to multi-task and prioritise work, whilst remaining calm during busy periods. The role will involve dealing with parent and staff queries, both face-to-face and on the phone, and completion of administrative tasks such as registers, booking agency staff, and keeping information, records, and spreadsheets up to date. 

The EYFS Receptionist and Administration Assistant reports to the Bursar.

Job Description

• Greet parents and pupils at the front door and front desk upon arrival for drop-off and pick-up throughout the day.

• Answer the phone, dealing with queries and transferring calls to other members of staff where appropriate.

• Arrange visits and tours of the department with prospective parents.

• Ensure the reception area is kept tidy and that information displayed is up to date.

• Send, receive, and distribute post and correspondence relating to the Early Years department.

• Maintain registers of attendance for Early Years pupils, passing the information in a timely manner to the finance department for billing purposes.

• Maintain records and produce reports of extra chargeables, including late fees, additional days, and breakfast clubs, for the finance department.

• Book agency staff to cover absences, liaising with the agencies, HR department and finance department to ensure accurate records of hours are kept, that all appropriate safeguarding information has been received and that invoices are dealt with in a timely manner. 

• Carry out photocopying for EYFS staff.

• Keep up to date with First Aid training, carrying out any First Aid necessary.

• Maintain pupil information on the HUB, including attendance days and hours and contact details, as directed by the Head of EYFS.

• Assist with the preparation of documents and records for ISI inspections, as directed by the Head of EYFS.

• Carry out any other administrative tasks as directed by the Head of EYFS and/or Bursar.

This job description is not exhaustive. Other task and responsibilities may be allocated as necessary and reasonable from time to time.

Terms and conditions

Salary: £19,200 per annum

Hours: 37.5 hours per week, 8.00am to 4.00pm

Type of position: Permanent, full time. West House operates an extended holiday contract with 8 weeks of holiday to be taken in school holidays.

Holidays: 40 days holiday a year (200 hours) and 8 bank holidays. 20 days holiday to be taken during school shutdown and 20 outside term time.

Benefits: Eligible for discount on school fees for pupils at West House School Nursery, West House School (for boys) and Edgbaston High School for Girls (subject to normal admissions procedures), discount on fees for Holiday Club provision, eligible to join a Contributory Pension Scheme, lunch in term time.

Start date: September 2022

How to apply

To apply for this role, forward a completed application form and a covering letter addressed to Ann Doyle, Bursar, outlining why you feel that your skills and experience would equip you to take on this role, by email to: recruitment@westhouseprep.com

The deadline for applications is Thursday 14th July 2022 at 9.00am.

Short listed candidates will be contacted to arrange a suitable time for interview during the week beginning 18th July 2022.

If you have any queries about the role, or would like to discuss it in more detail, please contact 

Jo Ollier, HR Manager, by email: jollier@westhouseprep.com

West House School is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. All successful candidates will be required to undergo all statutory checks including an enhanced DBS check. A copy of the Recruitment, Selection and Disclosure Policy is available on the website.  

This post involves working with children and is exempt from the Rehabilitation of the Offenders Act 1974 and all subsequent amendments. All convictions, police cautions or “bind overs”, including any that would otherwise be considered “spent” under the Act must be disclosed, and will be taken into account in deciding whether to make an appointment.