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Afternoon Receptionist and School Secretary

5 months ago

Northwood, United Kingdom St. Johns School, Northwood Full time

As a School Receptionist and Secretary at St Johns School Northwood, you will play a crucial role in providing administrative support and maintaining efficient operations within the school. In addition to your receptionist and secretarial duties, you will also be responsible for providing first aid assistance to pupils when needed. Your role will involve greeting visitors, answering phone calls, managing administrative tasks, and ensuring the safety and well-being of students by delivering basic first aid care when required.

**Hours of work**:
**Morning Post**

8am - 1pm, term time + inset and 2 weeks (3 days at the end of summer term and start of Autumn term and one day before and after the end of the other terms). (5 hours, 42 weeks £14,060 PA)

**OR**

**Afternoon Post**

12:45pm - 5:45pm, term time + inset and 2 weeks (3 days at the end of summer term and start of Autumn term and one day before and after the end of the other terms) (5 hours, 42 weeks £14,060 PA)

**Key Responsibilities**:
These responsibilities may be split between the morning and afternoon receptionist based on the skill set of the applicants and the workload at different points in the day.

**Reception Duties**:

- Welcome and assist visitors, parents, and staff in a friendly and professional manner.
- Control access to the school and ensure that visitors are signed in and aware of the safeguarding and health and safety protocols.
- Manage incoming phone calls, take messages, and direct calls to the appropriate personnel.
- Support parents with general queries in a helpful and professional manner.
- Maintain a clean and organized reception area.

**Administrative Support**:

- Assist with general administrative tasks, such as filing, photocopying, and data entry.
- Update student records and maintain accurate databases.
- Coordinate appointments, meetings, and events as required.
- Handle incoming and outgoing mail and deliveries.
- Support the administration of the admissions process as required.
- Support the administration of lettings as required.
- Provide administrative support to SLT as required.

**First Aid Provision**:

- As first line support for Prep pupils administer basic first aid care to students who require immediate attention.
- Assess and respond appropriately to injuries, illnesses, and medical emergencies.
- Follow established protocols and procedures for administering first aid and emergency care.
- Communicate effectively with parents, teachers, and the school nurse regarding student injuries or health concerns.

**Stock and Finance administration**:

- Ensure that stationary and associated stock levels are maintained to support the school appropriately.
- Responsible for ordering stationary and other required items.
- Coordinate the authorisation of invoices for payment.
- Manage the petty cash ensuring that it is fully reconciled and accounted for in conjunction with the finance team.
- Coordinate extras, trips and EYFS funding to support the fee billing processes in partnership with the finance team.
- Reconcile the credit card.

**Registration management**:

- Oversee student registration processes, ensuring accurate and up-to-date records are maintained (morning and afternoon registration)
- Assist in maintaining accurate student attendance records.
- Follow up on unauthorised absences ensuring they are accurate prior to a confirming with families the reason for the absence.
- Support the pupil induction process in conjunction with the head of Lower School and Head of Marketing and Admissions.

**Communication and Collaboration**:

- Maintain open and effective communication with staff, parents, and students regarding administrative matters and first aid procedures.
- Work effectively as part of a team ensuring clear communication and effective hand overs between the reception team and/or wider administrative team.
- Identify potential improvements to process and solutions to problems with current processes and work with the wider team to deliver streamlined and effective administrative processes.

**Health and Safety**:

- Adhere to all relevant health and safety policies and procedures.
- Maintain first aid supplies and equipment, ensuring they are properly stocked and in good working condition.
- Keep up-to-date with first aid training and certification, attending any necessary refresher courses.

**Qualifications and Skills**:

- GCSE English and Maths A-B or above (additional qualifications in administration or first aid are a plus).
- Previous experience in a receptionist or secretarial role, preferably in an educational setting.
- Knowledge of administrative procedures and office management systems.
- Strong organizational and multitasking skills with the ability to prioritize tasks.
- Excellent communication skills, both verbal and written.
- Proficient in using office software, such as Microsoft Office Suite.
- First Aid certification (or willingness to obtain certification).
- Compassion, patien