Receptionist / Administration Assistant

Grade: Scale C

Days & hours : Tuesday 14:30 - 16:30, Wednesday 13:00 - 16:30 and Thursday 15:00 - 17:00

Working a total of 7.5 hours per week, on a term -time plus one week contract. 

This is a key position which involves welcoming all visitors to the school, whether in person or on the telephone.

Responsibilities include but are not restricted to:

·        Supporting the current reception team

·         Welcoming visitors to the school

·         Providing information and assistance to the pupils and staff

·         Transport administration and bookings

·         General reception duties

·         General ad hoc administrative duties, including processing incoming and outgoing mail, scanning and printing of documents.

·         Understanding school policies and supporting the review process, practising correct safeguarding procedures.

The successful candidate will need to be well organised, efficient and able to work under pressure with a flexible approach to problem solving.  They will need to have a ‘can do’ positive attitude and empathetic nature and be able to work well in a team. The Head Teacher is looking for someone who is well-presented, friendly and highly organised. 

Job Description

1. Purpose & Scope

To provide a high standard of word processing and clerical support to the school its teachers and pupils by working flexibly with other administrative staff, ensure that duties are carried out efficiently and effectively.

2. Organisational Relationships

Responsible to Reception Manager

3. Principal Accountabilities / Activities

3.1  To undertake basic word processing and other IT based tasks, both of a general nature as may be required to meet the needs of the School, and in respect of support to teachers and staff. Provide basic secretarial support as required.

3.2  To undertake receptionist, switchboard and messenger duties within the school.

3.3 To receive and reply promptly to any telephone and other messages, dealing as appropriate with routine enquiries.

3.4 To ensure that visitors and callers to the school are courteously and correctly received and provide hospitality as required.

3.5 To open and distribute incoming mail, despatch outgoing mail and assist with general postal arrangements.

3.6 To undertake general clerical duties of a routine nature which could include:

• Making appointments on the school diary
• Working with staff booking out the minibuses, arranging minibus servicing, collecting, and filing in mini bus checks, issuing minibus passes; ensuring permits are current.
• Assisting with the arrangement of medical and dental examinations;
• Assisting with the preparation of forms, maintenance of records/registers, computerised data and management information such as pupil admissions/leavers, pupil absences as required.
• Assist with ordering, receiving, checking off and storage of supplies;
• Support the administration of school meals and school trip money as required.
• Working with parents and carers to support them using School Money online system
• Schools PFA contact
• Coach bookings and activities linked to school trips

3.7 To undertake clerical and administrative support including photocopying, filing, emailing, scanning and archiving.

3.8 To undertake routine support for the Reception Manager as required.

3.9 To undertake any other duties that is within the scope of the post, as determined by the Head Teacher.

General Information

● The job description details the main outcomes required and should only be updated to reflect major changes that impact on the outcomes of the job.

● Job holders must be aware of and comply with all current guidance, policies and procedures relating to safeguarding and ensure that they are in accordance with statutory and school safeguarding requirements at     all times.

● Job holders must ensure that they have read, understood and act in accordance with current school policies, particularly those intended to protect children and employees, for example, health, safety, welfare, safeguarding and inclusion.

● All work performed / duties undertaken must be carried out in accordance with relevant policies and procedures within legislation, and with regard to the needs of our customers and the diverse community we serve.

● Job holders will be expected to be flexible in their duties and carry out any other duties commensurate with the grade and falling within the general scope of the job, as requested by the management.

Essential Skills / knowledge

● Good understanding and ability to use relevant technology .

● Keyboard / computer skills.

● Participate in development and training opportunities.

● Ability to relate well to children and adults.

● Work constructively as part of a team, understanding school roles and responsibilities and your own position within these.