Receptionist / Administrative Assistant

Receptionist / Administration Assistant

Grade – Grade 4 SCP 7-10 ( £19,554 - £20,751)

Hours – 35 Hours Term time only 8am – 3.30pm

Closing date –  Thursday 4th July 2019

Interview date –   Wednesday 10th July 2019

Grade: 4 SCP 7 - 10

Section: Office 

Terms: 

To work 35 hours per week, term time only between the hours of 8.00am and 3.30pm

Overall Purpose of Job

• To provide an efficient and professional reception service 

• To provide direct administrative and clerical support within the administration team 

Key Responsibilities 

1   Reception Service, Administration and Clerical

• To provide a professional and welcoming reception service ensuring the safeguarding of both pupils and school staff 

• To ensure visitors, deliveries, telephone calls and incoming and outgoing mail is managed effectively 

• To provide an efficient administrative and clerical support service 

• To fully utilise IT facilities and modern technology 

• To comply with the organisation’s administrative and financial procedures 

• To maintain the highest standards of professionalism in line with occupational and organisational Codes of Conduct 

2   General 

• To promote Health and Safety at work 

• To promote people’s equality, diversity and rights

• To contribute to the safety of children and young people and protect them from harm 

• Contribute to the development and implementation of the overall ethos and aims of the school

3   Professional Development 

• To engage in probation, supervision and appraisal processes 

• To engage in professional development opportunities 

Key Tasks 

1   Reception service and Administration 

• To ensure that the organisation offers a professional reception service

• Answer phone and deal with queries politely and efficiently

• Be the first point of contact for all visitors to school, welcome them appropriately, assist and advise where relevant and ensure the signing in system is operated correctly

• Ensure that the reception and immediate areas are maintained to the highest professional standards and are pleasant and well organised 

• To check and manage the school’s reception/ admin email function, forwarding and redirecting messages as appropriate 

• Maintain and assist with computerised record systems and administration for all pupils

• Create electronic documents and produce photocopies as required

• Provide and prepare accurate data and admin reports for internal and external use

• Open, sort and distribute mail across the school and returns of packages.

• Receipting or deliveries and checking off delivery note against purchase orders raised

• Carry out other clerical and administrative tasks as requested including minuting of meetings 

• Be aware of, and comply with, all policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, reporting all concerns to the appropriate person

• Undertake any other appropriate duties as required for the effective running of the school

2   General 

• To observe Health and Safety at work regulations and to report any cause for concern to the Office manager

• To contribute to the safety of children and young people and protect them from harm by reporting any cause for concern to the Head Teacher/ Deputy Head 

• To value and promote people’s equality, diversity and rights at all times and to conduct yourself in a non-discriminatory manner

• Represent the school in a professional and positive manner at all times

• Maintain confidentiality and discretion at all times and ensure that complex queries or issues are conveyed accurately and in a timely manner to senior staff

Note 

This job outline forms part of the contract of employment of the person appointed to this post. 

It reflects the position at the present time only and may be changed at the discretion of the Head teacher in the future. 

As a general term of employment, the school may affect necessary change in job content, or may require the post-holder to undertake other duties provided that such changes are appropriate to the employee’s remuneration and status. 

This post is subject to a probationary period of six months.

June 2019