The role of the Receptionist is to the provide an outstanding and professional front of house service with a warm welcome and greeting to all students, staff, and visitors, ensuring due diligence to safeguarding and Health & Safety and in line with School’s protocol and to ensure the efficient running of the school reception.

This role will also involve providing a professional service to students and staff at the Student Reception office.

The postholder is also expected to support the areas of administration and maintain efficient administrative systems and processes to support the effective running of the school, including updating and maintaining relevant administrative tasks, ensuring effective and consistent guidance and information is delivered.

Responsibilities / Duties

1.      To ‘open up’ the main school/student reception area each morning to project a professional and welcoming environment  (this will be based on the rota).

2.      Ensuring appropriate standards of tidiness and order in the school reception area so as to project a professional and welcoming environment for parents, pupils and visitors to the school. 

3.      To receive and prioritise incoming telephone calls and visitor/student queries and deal with them appropriately and professionally including recording and distributing messages as required. 

4.      To welcome visitors in a professional and hospitable manner, ensuring signing-in procedures are followed.  

5.      To provide administrative and secretarial support in such areas as word processing, correspondence, reports and publications, updating and extracting computer information (Arbor), inputting data, photocopying and filing; as necessary. 

6.      Registering students who arrive late to school. 

7.      Recording students who leave during the school day, ensuring appropriate documentation has been completed prior to student departure.

8.      Signing/checking deliveries/parcels to the school and labelling to ensure the Site Team can distribute appropriately.

9.      Assist with attendance information, as required. 

10.    Liaise with the student reception volunteers to pass messages and information to other colleagues and students.

11.    To support the pastoral & behaviour team who monitor/identify;

·         Attendance and tackle low attendance.

·         Internal/external truancy.

·         Detentions.

·         Students at risk of exclusion.

·         Students with low self-esteem.

·         Students with family and school issues impacting on school life.

·         Students educationally underachieving.

12.    Issuing of replacement items to students - including student planners and school ties – at a cost.

13.    Assisting in the organisation of school events, including parents’ evenings – liaising with the Resources Supervisor and Heads of Year.  Providing registers and ensuring student volunteers are in place.

14.    To work with other administration colleagues to ensure the school has up to date contact information for parents of every student.

15.    To assist students with logins for school systems.

16.    To co-ordinate lost property and uniform donations.

17.    Ensure the parental contact through the reception area is friendly, supportive, and professional.

18.    To keep up to date records of student lockers.

19.    To ‘close down’ the student reception at the end of the day.

20.    To adopt a business-like office environment, ensuring excellent, consistent administration support and customer service is provided, the School’s Vision is met, good relationships with staff are promoted, and you are consistently role modelling professional behaviour

21.    Efficiently maintain the school’s information management system ensuring accuracy and full compliance with GDPR and in line with our Data Retention Policy

22.    Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy, whilst maintaining confidentiality at all times

23.    Share best practice with the wider team and approach all tasks with a growth mindset

24.    Ensure the working environment is to a professional standard and contribute towards the wider academy objectives and improvements

25.    Carry out first aid duties and undertaking fire marshal duties, if and when required (Training will be provided).

26.    Be willing to undertake appropriate training in line with contractual duties

27.    Be flexible in regards to working hours when required, to assist in attending and supporting out of hours’ School events e.g. summer fair, parents’ evenings when required