Office Assistant & School Receptionist

This post presents an opportunity to join a well-established independent school set in the foothills of Exmoor and the North Devon coastline.  

The principle and operational purpose of the Office Assistant is to work as part of the Administration Service Team and provide daily support to deliver the functional services of the schools main Reception Office, Reprographics Office and all aspects of associated administration aligned to the efficient operation of the busy office and team supporting this popular, vibrant and busy Independent school.   

The successful candidate will have excellent administrative and organisational ability and must be able to work on their own initiative. You will be able to demonstrate good IT skills and be required to be willing and helpful in the running of the main reception, be able to meet deadlines being adaptable and flexible in the management of your time and duties. 

Main responsibilities 

The job description is not intended to be a complete list of duties and responsibilities but indicates the major requirements of the post. It may be amended at any future time and is reviewed annually, to take account of the developing needs of the school.  

• to provide professional comprehensive and confidential assistance to the Senior Leadership Team 
• to deal efficiently with emails, telephone calls and enquires from parents, staff, students, visitors, other schools and outside agencies   
• to liaise, with tact and diplomacy with school staff and others outside the school, particularly parents and the local community generally   
• to assist co-ordinating key dates and events into diaries at the beginning of the year and monitor throughout the year   
• to upload relevant documents onto the School Website and Parent Portal  
• to use school management information systems to maintain accurate records, to communicate with parents or pupils and to generate reports as needed   
• Registration - to assist with recording morning and afternoon registration using the school’s iSAMS database, during the specific registration periods, when on duty 
• to assist with the day-to-day administration support to the school    

    The following qualities are essential:   

•    a highly professional, methodical and expeditious approach to handling data   
• a calm and personable manner   
• good interpersonal skills: the ability to communicate effectively with a variety of people and to assess and diffuse confrontational situations   
• discretion and proven tact and diplomacy in dealing with adults and children   
• ability to work as a member of a collaborative team   
• ability to prioritise work efficiently and effectively   
• energy and enthusiasm  
• excellent ICT skills  
• strong administrative skills  

Hours of work 

This is a part-time appointment based on 24hours per week over 3 days. The reception operates Monday to Friday between the hours of 08:00am and 5:30pm. The incumbent is expected to be flexible in his or her attitude to hours of work and will be expected to manage working hours in line with the needs of the school which will include some evening and weekend work. Overtime is not applicable, but time off in lieu of additional hours worked can be claimed. 

The Process 

Interviews will be held on receipt of a positive application. 

There will be an opportunity to meet other members of staff and to see the school at work. 

A letter of application should accompany a completed application form, and the names and addresses of two referees, one of whom must be your current or most recent employer.  

Details of West Buckland School competitive salary will be discussed at Interview.