Receptionist Administrator

RECEPTIONIST & ADMINSTRATOR

GRADE: 5
HOURS OF WORK: 25 hours per week
WORKING PATTERN: Monday to Thursday 11:30 – 16:30 Friday 10:30 – 15:30,

WEEKS OF WORK: Term time + 1-week equivalent hours to be worked flexibly for training.

RESPONSIBLE TO: Office Manager

OBJECTIVE

To provide an efficient and effective reception service to visitors and callers and provide productive and high quality administrative support to ensure the efficient running of the school office administration function and all day-to-day operational procedures within school.
Principal Duties

Reception

Ensure the effective operation of reception for all visitors to the school giving information and directions to assist them adequately in the purpose for their visit and to record visitors onto and away from site in line with security and safeguarding procedures

Provide assistance for staff and students with any enquiries made at reception by resolving or reducing queries and giving advice where appropriate

Manage phone calls. Effectively transfer calls, take messages and identify and deal with queries raised by callers by liaising with staff members as necessary

Ensure reception facilities are always kept tidy and are welcoming to all visitors

To be responsible for ordering staff badges and maintaining the staff photo board.

To open check and distribute post, parcels and emails to recipients. Post box to be checked daily

Control access to the school in line with the school’s safeguarding procedures, including signing-in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures

Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures

Ensure the compliance with GDPR within the office, and with other Staff throughout school.

Maintain a tidy school office area with a ‘clear desk’ philosophy so that a professional office is maintained.

Administration

Provide timely and effective operation of administrative support service to the Headteacher, Office Manager and School Business Manager to a high standard and level of accuracy at all times

Use of Arbor (or appropriate MIS system) for recording, storing, retrieving, and analysing information of students and staff as required and assist the Office Manager with ensuring the necessary data is available to complete the school census

Ensure pupil emergency contact information is kept updated and as a minimum, on an annual basis, sent out to parents for review / amendment

Ensure Inventry and MIS are accurately updated with the arrival times of late pupils.

Manage school lunches daily via ParentPay. Responsibility for the management of school meal accounts via the ParentPay system

Responsible for loading all trips onto ParentPay and collating all relative information including monitoring and liaising with staff regarding trip permission and payments from parents. Responsible for collating all pupil information prior to events including permission, payments, and dietary needs.

Ensure the use of electronic payments and communications with all parents throughout school including in respect of booking and invoicing Breakfast club.

Manage communication sent to parents in accordance with school requirements using our MIS system as a primary source of communication.

Perform the year end process on Arbor (or appropriate MIS system) for movement of students into new year groups in preparation for the new academic year.

To be responsible for the school central calendar

Help organise events including but not exclusively, Parent Teacher evenings, Photos, Vaccines etc

To create and distribute the weekly newsletter using powerpoint.

To input first aid incidents onto the schools Health and Safety system.

To administer medication

Organise and manage all aspects of after school clubs

Production of letters and other communications, to a high standard with excellent grammar and punctuation.

OTHER DUTIES

To maintain confidentiality and adhere to the school’s procedures and policies.
To attend staff meetings and training as required.
Any other reasonable duties as requested.

Please note that this description is not a full list of duties is illustrative of the general nature and level of responsibility of the role. It is neither an exclusive nor exhaustive comprehensive list of all tasks that the postholder will carry out. The postholder may be required to do other duties appropriate to the level and context of the job, skills and grade.

This job description will be reviewed periodically.

To apply for the vacancy please go to website below.
www.keystrust.org/vacancies