Receptionist

Havant Academy, Havant, Hampshire

Education - non-teaching

Part time

Permanent
- Main Purpose of the Job:
We are seeking to appoint a professional, confident, flexible and well-organised individual who will have excellent communication skills and will be able to build good relationships with children and adults. We are looking for somebody that can ensure an efficient, effective and welcoming environment in the Academy’s reception area.The role is to work on our main front of house visitor’s reception which will involve a range of different duties including answering phone calls, greeting visitors, dealing with parents, booking meetings and providing overall administrative support for the Academy. The post requires discretion and confidentiality at all times. Specific responsibilities Visitors & Safeguarding Oversee the day to day running of Reception including:
- To ensure the reception is a warm and welcoming environment greeting pupils/parents/visitors to the school and that their requirements are met or enquiries responded to as quickly as possible, where necessary redirecting them to the appropriate member of staff- To ensure that all safeguarding requirements for students, staff and visitors are met (such as signing in and out, issuing visitor/contractor badges, reporting incidents etc.)- To advise staff of visitor’s arrival and direct the visitor to their destination or arrange for them to be escorted.- Update the PA on any new contractors that need to be applied to the SCR register- To deal with parental enquiries whether face to face or over the telephone, taking messages and forwarding to the appropriate member of staff Room bookings- To manage the room booking system and book meeting rooms when requested.- To ensure the meeting rooms are prepared for the day’s events liaising with site/cleaners/catering staff.- Report any issues to the HR & Operations Assistant- To assist with events to be held in the Atrium. Switchboard- To answer telephone calls in a professional manner, directing them to the appropriate member of staff or taking messages where necessary.- To ensure that messages are taken, recording date, contact number, time and name of caller so that the recipient has enough information to return the call.- To direct the Headteachers calls and mail via the PA. Deliveries / Mail- To receive and sign for all incoming goods and to advise with the site team if parcels need to be delivered.- To sort the daily post and place in appropriate pigeon hole- To ensure all confidential documentation received/collected for exam boards is logged accurately and Exams Officer informed in accordance with Academy procedures.- To liaise with the Finance Assistant making sure they are aware of all deliveries and forward delivery notes- To receive and co-ordinate distribution of documents including student letters, Academy post etc.- To use the Staff Responsibilities list for mail and that is not addressed personally.- To frank outgoing daily post and organise collection.- Any other duties- To keep a track on office stationery and order when required.- To take registers for students and staff out to evacuation points in an evacuation.- To sign in/out students arriving late or leaving early using the Inventory system- To help with the update of contact information for parents in Arbor when requested.- Administration support for the Academy when requested such as whole school mail outs, data input and general admin tasks.- Be innovative and promote good practice in the ways the Atrium supports visitors to the Academy- To complete admin tasks as required including printing, creating documents etc.- To be responsible for Schools Cash Office including taking/receipting payments, setting up the system for trips/events/items to purchase and run reports where required. All cash is to be taken to the school safe at the end of your shift.General- All Academy staff are expected to:
- Undertake other such reasonable duties as may be required from time to time;- Work towards and support the Academy’s vision and the objectives;- Support and contribute to the Academy’s responsibility for safeguarding students;- Work within the Academy’s health and safety policy to ensure a safe working environment for staff, students and visitors;- Work within the Academy’s Diversity Policy to promote equality of opportunity for all students and staff, both current and prospective;- Maintain high professional standards of attendance, punctuality, appearance, conduct and positive courteous relations with students, parents and colleagues;- Engage actively in the performance review process;- Adhere to Academy policies and procedures as set out in the staff handbook or other documentation available to all staff.- Safeguarding- Our Commitment - Equal, Inclusive, Diverse- Access to interview - should you be selected and invited to interview please let us know if you require us to adapt the interview environment. If we can accommoda