School Receptionist

RECEPTIONIST/ADMINISTRATOR
**Job Specification**

**“St John’s College, Cardiff is committed to safeguarding and promoting the welfare of**

**children and young people and expects all staff and volunteers to share this commitment”**

**TO APPLY FOR THIS ROLE PLEASE VISIT THE FOLLOWING WEBSITE**:
**JOB DESCRIPTION**
**Job Title**: Receptionist/Administrator

**Department**:Support Services

**Responsible **Deputy Head

**to**:
**Responsible **N/A

**for**:
**Location**: St John’s College, William Nicholls Drive, Old St Mellons, CF3 5YX

**APPLICANTS WILL BE REQUIRED TO UNDERGO CHILD PROTECTION SCREENING**
**APPROPRIATE TO THE POST INCLUDING CHECKS WITH PAST EMPLOYERS AND THE**
**DISCLOSURE AND BARRING SERVICE.**

**1. Role / Job Purpose**
- To be an ambassador for the school when meeting parents and other visitors and to act as a first point of reference when people arrive.
- To provide clerical and administrative support in order to meet the needs of the school.
- To provide secretarial/administrative support to the Board of Trustees from time to time.
- Play an active role in the smooth running of the school office.
- Contribute to the safeguarding and promotion of the welfare and personal care of children and young people with regard to our internal Safeguarding policies and procedures.

**2. Role Specific Responsibilities and Activities**
- All reception duties, including meeting and greeting visitors and issuing them with visitor information.
- Responding to routine correspondence/telephone queries.
- Sorting & distributing mail.
- Franking mail and signing for parcels/ sorting outgoing post.
- Day to day photocopying as necessary.
- Maintaining student attendance data in the School’s Management Information Systems including iSAMS
- Contacting parents if pupils are unaccounted for.
- Providing event management support and preparation for school event and recruitment days.
- Late registration & signing out.
- Answering the phone, picking up messages and forwarding appropriately.
- Dealing with staff and pupil queries at the front desk; navigating iSAMS for queries.
- To support the production and/or distribution of school publications & documentation including (but not limited to) individual student reports; lesson resources; departmental & curriculum materials; timetables for student; marketing and Open Day materials - as directed by key post holders within the school.
- To support the school in all aspects of administration relating to admissions.
- To quality assure all communications going out from the school, developing and maintaining a high standard of ‘house style’ formatting and presentation.
- Working with and providing support the HR Manager to prepare all paperwork relating to recruitment including arranging interviews, references, tours of the school, etc. to ensure that the highest standards in staff recruitment are maintained.
- Supervising and supporting pupils/staff using office equipment, such as the photocopier.
- To support the work of the Senior Leadership Team in the exercise of their operational responsibility.
- Assist with Open Days when requested throughout the year.
- To provide cover for other administrative/support staff during absences and maintain. knowledge of work across all areas of the department as part of the support team.
- Occasional printing for staff.
- Offer helpful, friendly, approachable and professional service at all times and take appropriate action on own initiative, resolving minor matters, referring more serious matters to appropriate member of staff.
- Show new teaching staff how to fill in registers correctly.
- Filing duties.
- Any administrative work for the Board, including attending meetings, producing and circulating copies of minutes, co-ordinating meeting rooms / refreshments and any other duties commensurate with your skills and experience.

**NOTE**: Attendance at Board meetings to capture minutes is essential. Board meetings take place outside of contracted working hours and therefore flexibility to work outside the normal working week required. Any additional hours are remunerated and advance notice of meetings is given. Board meetings take place on a half termly basis.

**3. General Employee Responsibilities and Activities**
- To undertake mandatory training or training identified as necessary to update skills or improve performance.
- To ensure that supervision is sought prior to undertaking any work outside of the scope of the role.
- To act as a positive role model and promote the aims, values and ethos of the school and uphold all rules and policies.
- To read and adhere to all procedures as set out in the Staff Handbook.
- To ensure that all health and safety instructions are followed and that all reasonable care is taken not to do anything that might endanger the post holder or others; to report to the line manager, or person in authority any dangerous situations in the workplace or any perceived shortcomings in health a