Receptionist / Administration Assistant

                    WAVERLEY PREPARATORY SCHOOL AND NURSERY

Job Description – Receptionist / Administration Assistant

1. Job Purpose 

- To work with the existing support team and report to the school Business Manager.

- To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive

- To provide administrative support and high standards of customer service to the school parents, children, staff and suppliers throughout the year. 

- To contribute to the overall ethos/work/aims of the school and meeting the needs of the children

2. Skills / Abilities

You must be able to:

• Communicate effectively with both children and adults 
• Respect confidentiality
• Always remain a calm, positive and professional approach when dealing with      visitors and telephone enquiries.
• Maintain a tidy and organised office environment conducive to efficient working      practices
• Attend training, courses and meetings as necessary and participate fully in      performance management processes
• Use Microsoft Office programmes including Outlook, Word and Excel.

- Use a pupil database system

3. Hours of Work

- 40 hours per week over five days, 51 weeks per annum. 

- 9:00am-6:00pm (flexible start time)

- Need to be available for open days or special events. 

4. Key Accountabilities 

This is not intended to be an exhaustive or definitive list; you may be required to carry out other duties as required. 

Reception

- Undertake day to day administration duties as directed by the Business Manager, including dealing with day to day correspondence, telephone calls. Receive and distribute school mail. Receive deliveries and parcels 

- To be responsible for the typing, updating, photocopying and the distribution of all pupil letters and forms

-  Perform Receptionist duties throughout the school day: acting as first point of reference for, receiving callers, children, parents, visitors and telephone enquiries.

- Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff

- Adhere to school procedures and ensure that staff receive messages (telephone, email, face-to-face) promptly and accurately

- Administrative support for members of the Business Manager and Leadership Team

Administration

- Provide general administration service to Business Manager and other SMT staff, to include correspondence, mail, diaries, appointments and meetings, maintain general and confidential filing systems, provide hospitality as required.

- Maintain school diary, manage office emails, sort and distribute mail

- Maintain high standards when managing confidential information, complying with the school’s data protection procedures and legal requirements at all times

- Maintain pupil database (Schoolbase), amend/update records on system, print reports such as children’s contact information

- Assist with paperless methods of communication by sending out Clarion emails. 

- Photocopy, send out letters and prospective parent packs

- Ordering of office & school stationery

- Printing of daily school registers, updating of termly swimming registers

- Booking coaches for swimming, sports matches and trips

- Monitor and maintain Cool Milk registration and distribute weekly drinking sheets

- Update/distribute  medical conditions and dietary needs data

Other

- Administer medicines/supervise unwell children waiting for collection 

- Maintain first aid supplies/trip bags

- Staff room – monitor dishwasher/supplies

- Lost property

Training – Must be prepared to complete the following courses:

- First aid 

- Fire safety

- Safeguarding

- Prevent 

- FGM

Waverley School & Nursery are committed to safeguarding and promoting the welfare of children, therefore the successful candidate will be subject to an enhanced DBS disclosure and reference check.