Receptionist

 Receptionist  

The role: The Receptionist organises the administration duties for the smooth day to day operation of the school for the benefit of the students. 

The Receptionist is the welcoming face to the School for students, parents, and other visitors. The post holder also maintains the switchboard.

The ability to have excellent interpersonal skills, along with good IT skills is a must in this key role, along with being able to handle a fast-paced working environment. 

Reports to: Deputy Head – Pastoral.

Hours of Work: The designated hours will be Monday to Friday 7.45am to 5pm, with 30 minutes for lunch. This role is term time only. 

This role would be suitable for a job share, one employee working 7.45am to 12.30pm and the other 12pm to 5pm, or similar.  

Attendance at all Inset days as directed by Line Manager is expected. 

Main Duties:

Greeting all visitors to the school and maintain the (digital) visitors’ book. Informing catering of any visitors staying for lunch. 

Signing in and out of all staff and pupils.

Registers – ensure all are taken and check for anomalies. 

First point of call missing students.

Answering all incoming telephone calls.

Maintaining switchboard. Adding, removing and changing telephone extensions/speed dial and memory numbers where necessary. Arranging diverts, updating and circulating internal/external telephone lists. Updating automated phone system as necessary. Liaising with telephone line supplier.  

Arranging and organising the cover for lessons. 

Arranging afternoon activities with teaching staff and creating registers accordingly.

Parents’ Evening – organising and setting up.

School calendar – collate all staff contributions & type up and distribute – paper and electronic copy.

Sending out school comms.

First point for guests/new starters.

Lockers – keep list up-to-date & organise replacement keys.

Supporting staff with administration tasks, letter writing, mail merge, sending messages etc. 

Incoming post - distribute to pigeonholes and staff as necessary. 

Filing of files and archiving. 

Reprinting of documents to assist students and teachers alike, for example lost timetables.

Keep fire registers up-to-date.

Assist with collating and checking of full school reports. 

Sending out and logging of exam certificates. 

Assisting staff with administrative tasks for arranging trips and activities, for example, obtaining quotes, booking buses etc.

Checking and ordering of stationery, paper and consumables, including exercise books and diaries.  Liaising with suppliers for best prices. Taking delivery of these goods and ensure all goods ordered are delivered. Ensuring that stationary issued to staff are recorded and details of internal issues are given to the bursary. Yearly stocktake of stationery. 

Maintaining and updating room bookings diary. 

General staff assistance.  

To assist with any other clerical duties as required. 

General: Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.  The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the role. 

Safeguarding Children: In accordance with the school’s commitment to adhere to the Department for Education’s Keeping Children Safe in Education and all other relevant guidance and legislation in respect of safeguarding children, the post holder will be required to demonstrate your commitment to promoting and safeguarding the welfare of children and young people in the school.

Confidentiality: During the course of employment, the post holder will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation.

Data Protection: During the course of employment the post holder will have access to data and personal information that must be processed in accordance with the terms and conditions of the General Data Protection Regulations and properly applied to pupil, staff and school business/information.

Benefits: 

Lunch provided in term time.

Consideration of flexible working hours 

Free onsite parking