Receptionist/Administrator

Founded in 1996, Portland Place School is part of the Alpha Plus Group.  The school is accredited by the Independent Schools Council and the Headmaster is a member of the Independent Schools Association (ISA) and the Society of Heads of Independent Schools   We benefit from a campus-style layout on three sites: two adjacent Grade II listed James Adam houses (built in 1785) in Portland Place and two contemporary buildings in Great Portland Street.  This diversity means that our pupils enjoy many stimulating environments, from the fine architecture of Portland Place to the modern Art and Drama studios and science laboratories in Great Portland Street.  Regent’s Park is used for sport and we hire the RADA studios for various Drama and Musical performances.   

Aim of the post: To carry out high quality and timely general administrative and Reception duties for the school, reporting to the Office Manager and Headmaster  

Reception 

• To provide support to members of SMT and teaching staff. 

• To man the front desk for security and deliveries

 • To assist with school catering requirements.

 • Answering the telephone and dealing with enquiries in a timely manner.

 • To liaise with the Buildings Manager in respect of general faults and maintenance.

 • To ensure continuous cover of the front desk. 

• To correspond with parents and staff, as and when necessary, via the SIMS database messaging service.

 • To assist with hall/room bookings.   

SIMS Administration

• To assist with maintaining and updating pupil and parent records. 

• To assist with timetable changes on SIMS. • To assist the SIMS Data Manager when required 

• Working with the Deputy Head (Academic) and Director of Studies, to be responsible for the administrative functions of pupil assessment reports system; 

- To liaise with the SIMS Database Manager to ensure correct format of templates o To create deadline schedule and chase late submission of reports 

- To pass reports to Head of Year for proofing o To send all electronic assessment reports to parents  General Administration 

• To assist Office Manager with HR administration. 

• To assist with Parents Evening events o To maintain the Parents Evening Booking system o To create contact sheets for updating parent contact details 

- To meet and greet, distribute and collect contact sheets at Parents Evenings 

• To provide Administrative support for Lower Sixth Induction week 

• To liaise with the Marketing Manager to ensure timely updates of the school website. 

• To regularly remove all old website data and maintain news stories and event postings 

• To assist with Attendance (checking registers/following up absences)

 • To assist with Admissions enquiries, ensuring that all relevant information is collected and passed to the Admissions Registrar for follow up.  

This list of duties is not exclusive or exhaustive and there will be other duties and requirements associated with the role.   

Essential: 

• Working knowledge of SIMS.net specifically within Administrator, Exams and Assessment and Timetable modules

 • Willingness to engage in Continuing Professional Development 

• Excellent IT and written skills 

• Experience with Microsoft office 

• Excellent communicator at all levels  

Desirable: 

• Experience of working in a school environment  

Hours, pay and benefits; 

• 37.5 hours per week, from 8:00am to 4:30pm Monday to Friday

• Additional commitment is required for Parent Evenings and other events, time will be paid in lieu of hours 

• Term time only. 

• Contributory pension scheme