Receptionist (Part-Time) at The Blue Coat School Birmingham

Core Purpose of Post

• To ensure that efficient and effective administrative support is provided to the teaching and non-teaching staff so that the School may pursue its vision and provide an outstanding education to its pupils.

• To promote and safeguard the welfare of all children and young persons for whom the post holder has responsibility and with whom the post holder comes into contact.

• To maintain the highest level of confidentiality in all matters relating to pupils, parents and colleagues.

General Duties and Responsibilities

To undertake a full range of secretarial and administrative duties and to ensure efficient and effective administrative support is provided to the whole school staff as part of the Reception team. 

Professional

• Exercise loyalty to the Headmaster and to the School, upholding and maintaining its traditions and ethos.

• Support and assist the Headmaster and his Senior Leadership Team in providing a happy, secure, safe and stimulating environment in which the children can develop to their full potential.

• Support the Headmaster in fostering parental involvement and in keeping parents informed of school policy, the curriculum and other matters of importance.

• Comply with all regulatory requirements.

• Comply fully with the requirements as set out in the DfE document ‘Keeping Children Safe in Education’ and in the HM Government document ‘Working Together to Safeguard Children’ and any relevant supplementary guidance.

  • Abide by the School’s current systems and structures as outlined in policy documents including the
    First Aid and Health, Health and Safety and Safeguarding and Child Protection Policies, and take appropriate
    action in accordance with all such documents as and when necessary.

  • Establish and maintain effective working relationships with colleagues and parents/carers.

  • Participate as required in meetings with colleagues and parents in respect of the duties and responsibilities of the post.

  • Take responsibility for one’s own professional development, attending INSET days at the start of each term and attending other relevant courses whenever possible. 

  • Be punctual and adaptable, and dress in a smart but practical manner.

  
  

  Specific Areas of Responsibility

  Reception Duties

  • Be responsible for the smooth running of the School Reception.

  • Be the main point of contact for incoming telephone calls to the School during Reception hours, dealing with parental queries where appropriate and directing callers to the relevant member of staff when necessary or taking messages.

  • Monitor the CCTV screens for arrivals at the main gates when these are shut; and admit visitors having ascertained their name and the nature of their business at the school.

  • Be the first point of contact for visitors on arrival in the School Reception. Carry out and record relevant identification checks where necessary for visitors, and direct them to the relevant person.

  • Welcome parents attending for appointments and ensure that they are directed to the relevant member of staff.

  • Support the Admin Team and other colleagues in maintaining accurate attendance records, following up on absences and reporting concerns to a senior member of staff.

  • Ensure that Form Tutors and other relevant staff are informed of future pupil absences and that these absences are recorded on iSAMS.

  • Escort children to and from their classrooms as necessary.

  
  

  Support for colleagues

  • Liaise with colleagues including: the Headmaster, Senior Leadership Team, Teaching Staff, the Health Centre staff, Admissions and Marketing staff, the cleaning staff, the Estates Team and the Bursar’s Office.

  • Input data into the school MIS systems (iSAMS and CPOMS).

  • Support the Attendance Officer with documenting pupil registration.

  • Support the Admin Team in ensuring that accurate parental contact details are maintained.

  • Support the Head of Prep with the running of the activity provision.

  • Submit data to the DfE and the LA as and when required.

  • Support the Admin Team in ensuring that letters, forms, booklets, and other relevant documentation are distributed to colleagues and pupils electronically or as paper copies, assisting with photocopying.

  • Support the Admin Team in the preparation of lists and labelled envelopes.

  • Ensure breakdowns to equipment such as photocopiers are reported to the relevant companies for repairs.

  • Type letters or messages for colleagues as and when required.

  • Sort the post and distribute to staff pigeonholes.

  • Prepare correspondence for the post using the franking machine.

  • Support the work of The Friends regarding specific events as required.

  • Receive orders from suppliers and ensure that these are distributed to colleagues.

  • Archive pupil records and Reception documents such as Visiting Speaker records and records relating to supply staff.

    
    

    Other Responsibilities including Children’s Welfare

    • Supervise children as required on the school campus and on off-site visits and outings.

    • Assist in ensuring that the children’s dietary and medical requirements are adhered to.

    • Administer First Aid to the children as and when necessary, recording details in the Accident Book in accordance with the First Aid and Health Policy.

    • Assist with any reasonable request in connection with the day-to-day organisation of the classroom or School.

    • Attend assemblies and Chapel Services as required.

    • Be available to attend Open Mornings and other school events as required.

      
      

      A full job description and person specification can be viewed in the Information Booklet below.

      All members of staff are required to promote and safeguard the welfare of children they are responsible for, or come into contact with, and to adhere to, and ensure compliance with, the School’s child protection procedures and staff guidance at all times.

      Shortlisted candidates will be invited to attend a formal interview and complete a task related to the responsibilities of the role. At interview applicants must provide original documents to confirm their identity and right to work in the UK. They must also bring proof of qualifications where relevant for the post. The documentation required by applicants is listed in the Recruitment Policy which is available on the school website and from the School. All other attributes will be assessed using the contents of the application form, at interview and with the professional references. 

      The post is subject to a satisfactory enhanced DBS check (including a Barred List check), a satisfactory online check, a satisfactory medical fitness declaration and satisfactory references. Confidential references will be sought prior to interview.

      The Blue Coat School is an equal opportunity employer. 

      Please note, we reserve the right to close posts and commence interviews at any time, once we have received sufficient applications. We advise you to submit your application as early as possible to prevent disappointment.