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JOB DESCRIPTION AND PERSON SPECIFICATION

**JOB TITLE**:
School Receptionist

**SCHOOL / DEPARTMENT**:
The Webber Independent School

Support Staff

**REPORTS TO**:
Business Manager

**LOCATION**:
Milton Keynes

**PURPOSE OF THE JOB**

As a member of the Administration Team the Receptionist is accountable for managing the School reception; ensuring visitors are dealt with in a courteous and timely manner and to maintain first class communication with both internal and external customers.

The post holder will also assist with secretarial support for all areas of the School.

The main functions of the job include the smooth and effective running of the Reception area and the efficiency in procedures and process for all administrative matters.

**Principal Accountabilities**

To be an ambassador for the school, welcome/greet all visitors (of any capacity) to the School either in person or on the telephone and to inform colleagues of arrival of visitors and direct visitors appropriately.

To maintain security by following procedures and monitoring digital sign in system. Ensure that signing-in procedures and Safeguarding procedures are strictly and consistently followed ensuring all visitors and contractors can be identified by wearing clearly visible badges.

Sign in any late pupils and sign out pupils that are leaving the premises early. Ensure the authorisation for collection of children is adhered to.

To have a detailed knowledge of the pupil attendance registers, contacting parents to establish reasons for absence where necessary and to ensure registers are fully completed as per school/inspection requirements.

Creating monthly attendance reports for Senior Leadership Team.

Update pupil and parent data on pupil ISAMS database, ensuring all key information is kept up to date.

To answer and forward telephone calls appropriately, screening calls as necessary.

To maintain a safe professional and clean reception area, complying with relevant GDPR procedures and regulations.

General administrative and secretarial tasks as required by the School/Line Manager.

Take appropriate action on own initiative, resolving minor matters, referring more serious matters to an appropriate member of staff.

Adhere to school procedures and ensure that staff or children receive messages promptly and accurately.

Receive and distribute in-year admission paperwork and be first point of contact with parents.

Receive medication brought in by parents, ensure it is documented and the teachers are aware.

Ensure that the office is secured at the end of the day with all confidential documents secured and area tidy left tidy.

**General Administration Duties**

Pupil attendance records - Maintain and collate registers, recording information into ISAMS. Contact parents on the first day of absence and follow up on any children absent without authorization, record on database in accordance with school procedures.

Ensure data collection sheets are kept up to date and accessible in case of an emergency.

Provide general support to include word processing, photocopying, correspondence, mail, calendar, staff notice board, appointments and meetings, maintain general and confidential filing systems.

Liaise with school First Aid Team.

Co-ordinate and update online booking system for Before and After School, ECA’s, etc.

Keep photocopier stocked and liaise with company for maintenance issues.

**Work Profile**

Contact with pupils is generally incidental to the main job duties but post holders may assist with the temporary care of sick pupils.

Be aware of and comply with policies and procedures relating to child protection, health, safety, security, confidentiality and data protection, reporting all concerns to an appropriate person.

Requires normal physical effort, with a mixture of sitting, walking and carrying minor loads.

To adhere to School and Bellevue guidelines and exercise professional discretion at all times.

Participate in training and other learning activities and performance development as required.

Contribute to the overall ethos/work/aims of the School and Bellevue Group.

Attend relevant meetings.

To maintain confidentiality

**Emergency**

Be aware of fire procedures policy and duties.

Responsible for gathering registers (pupil registers and visitor sign in register) and the emergency contact details for pupils.

At the assembly point ensure all visitors and contractors are accounted for.

Be aware and follow the Emergency Lock in procedures.

**School Welfare**

Read and be familiar with medical policies and procedures.

**Scope**

No formal supervisory responsibility but may demonstrate administrative duties to new or less experienced staff.Work is normally carried out in an office environment.
- Schools benefit from a flexible approach to working arrangements - because of this, the tasks and responsibilities listed here are not definitive. The Headmistress or Business Manager may require particular additional