School Receptionist

**Job Title**: School Receptionist & Office Assistant

**Job purpose**:
To manage the ‘front of house’ reception ensuring that all customers (parents, students, visitors and staff) are dealt with efficiently and professionally

To provide routine administrative assistance

To provide an effective and efficient Reprographics Service to the school.

To support the school in the implementation of its key priorities as detailed in the School Development Plan

**Post Holder**:
**Pay Scale**: Surrey Pay Grade S4

**Hours**: Pro-rated for 15 hours (£8,056 TO £8,672)

Pro-rated for 20 hours (£10,742 TO £11,563)

Pro-rated for 30 hours (£16,113 TO £17,344)

39 weeksa year

**Responsible to**:The Headteacher’s PA/Office Manager

**Accountable for**:The management of ‘front of house’ reception and the provision of routine administrative assistance

**Key accountabilities**:
You are required to:

- Manage the ‘front of house’ of reception as a member of the school office support team
- Provide day to day clerical and administrative support as a member of the school’s office support team
- To provide an effective and efficient Reprographics Service to the school.

**Key Tasks**:
**‘Front of house’ reception (as directed by the Headteacher’s PA)**

You are required to:

- Manage ‘front of house’ enquires, including operation of the main switchboard and liaising with parents, representatives from outside agencies and deliveries
- Receive all visitors and deliveries, inform the appropriate staff and ensure visitors sign into the school and are given security badges
- Manage the formal, and informal communication in the school
- Provide staff with student information as required
- Provide students with relevant information as requested
- Provide for individual student welfare needs and to make arrangements with parents to collect sick children

**Administration**

You are required to:

- Provide whole school administrative assistance
- Be receptive to undertake and / or develop new administrative activities as they arise within the School Office/Administrative department
- Arrange for the collection and dispersal of incoming and outgoing mail
- Assist, as directed, with the preparation, updating, distribution and storage of a wide range of computerised and paper-based records
- Ensure regular maintenance and systematic organisation of office filing systems, retaining documents, correspondence and other records
- Assist with general office duties including diary maintenance, safe and secure storage of supplies, typing and word processing as requested by the office manager
- Administration of the Impact lunch system for staff
- Keep accurate fire lists and student data up to date
- Administration of electronic communication with parents/carers via IRIS Reach and FROG
- Be responsible for the administration/storage of lending uniform/lift keys to students when necessary
- Administration and organisation of the Year 8 Office Runner rota
- Be responsible for forwarding/logging student records when they move to another school

**Reprographics**

You are required to:

- Provide a high quality of customer service, at all, times and to all service users
- Undertake all copying and printing jobs as required for both staff and students
- Plan for regular or large jobs within the school calendar, e.g., school prospectus, induction packs, certificates, printing of timetables, mock exam papers and regular test assessments
- Produce publications, documentation, e.g., school prospectus, certificates, programmes, posters and tickets for specific events, induction packs etc.
- Ensure that all photocopiers and reprographics machinery is cleaned on a regular basis and fully stocked with Paper
- Order the necessary supplies to ensure the efficient operation of the school’s reprographics Service and negotiate best value rates with suppliers as necessary
- Monitor and main the levels of stock require to keep the department running smoothly ensuring that value for money and best practice are consistent
- Keep the School supplied with sufficient forms for the day-to-day function
- Keep a record of all resources purchases during the month so that accounts can be issued to Finance, so Reprographics is reimbursed
- Prioritise work accordingly
- Provide technical advice and support to service users
- Ensure the safe disposal of waste toners through the allocated recycling company working with the photocopier company

**Other attributes**
- Meet deadlines
- Implement school policies
- Attend scheduled department and school staff meetings and take part in open evenings (if required)
- Engage actively in the Performance Management Review process ensuring that the Performance

Management Review cycle is completed annually by the set deadline
- Take responsibility for own professional development, setting objectives for improvements
- Personally keep up top date with developments and new ideas related to your role and share