Job Purpose

To provide efficient, accurate and confidential administrative support within the school office, while delivering a professional and welcoming front-of-house service. The postholder will play a key role in ensuring the smooth day-to-day running of the office, maintaining high standards of organisation, communication and safeguarding.

Key Responsibilities

Front Desk Duties

You will be the welcoming face of the school, ensuring a positive and professional first impression for all visitors and stakeholders.

• Provide a warm, professional welcome to all visitors, parents, staff and pupils.
• Act as the first point of contact for the school, both in person and via telephone/email.
• Manage visitor sign-in and sign-out procedures, ensuring safeguarding protocols are consistently followed.
• Ensure all visitor information is recorded accurately and in line with school procedures.
• Answer and direct incoming calls and emails, responding appropriately or escalating where necessary.
• Resolve day-to-day queries and issues efficiently and professionally.

Administrative Support

In this area of the role, you will help keep the school office running smoothly through accurate and timely administrative support.

• Monitor and manage the shared administration inbox, ensuring timely responses and appropriate action.
• Maintain accurate student attendance records and process absence reports.
• Support general administrative tasks including filing, photocopying, scanning and distributing communications.
• Respond to reception and general enquiries from visitors, parents and staff.
• Provide administrative support to colleagues across the school as required.
• Operate and maintain systems such as InVentry (training will be provided).

General Office Support

You will contribute to maintaining an organised, efficient and welcoming office environment for staff, pupils and visitors alike.

• Manage incoming and outgoing post and deliveries.
• Ensure the reception area and foyer are kept tidy, organised and presentable at all times.
• Support the ordering of supplies and goods in line with school procedures.
• Contribute to maintaining an efficient, organised and professional office environment.

Additional Information

This job description outlines the main duties of the role but is not exhaustive. Responsibilities may be reviewed and adjusted in line with the needs of the school, following discussion with the postholder.

• The postholder will be expected to carry out duties in a flexible manner, appropriate to the role, and as reasonably directed by the Headteacher.
• This job description does not form part of the contract of employment but sets out the expectations for performance and delivery within the role.

Working Hours: Monday – Friday, 7.30am – 4.00pm, term-time, plus 10 days

Southfield is committed to safeguarding and promoting the welfare of children and young people. The successful candidate will be subject to an enhanced DBS check and references