School Receptionist and Office Administration

2 weeks ago

Halifax, United Kingdom The Gleddings Preparatory School Full time

**Job description**

The Gleddings School is a non-selective independent co-educational preparatory school for children aged 3 - 11 years. At The Gleddings School: everyone feels safe, happy and valued; boys and girls of all abilities, the education is broad, embracing technology as well as using the outdoors, allowing children to discover their own strengths and passions; children learn how to lead a healthy life in order to flourish in a rapidly changing world.

The post-holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with The Gleddings School school’s Safeguarding Policy at all times. If in the course of carrying out their duties, the post holder becomes aware of any actual or potential risks to the safety of children; s/he must report any concerns to the school’s Designated Safeguarding Lead.

**Reporting**

The School Receptionist will report to the School Manager.

**Aims of Role**

To act as the initial point of contact for incoming phone calls, visitors, parents and pupils with a professional, helpful and friendly approach to build positive ongoing relationships.

Be responsible for providing a flexible, productive and responsive administrative service to the teaching team and management team thereby contributing towards the smooth running of the school.

**MAIN TASKS & RESPONSIBILITIES**

**Job Purpose**:
The purpose of the job is to provide a warm welcome to all visitors and incoming callers whilst ensuring the safety and welfare of children and staff, alongside a broad provision of administrative support to the school.

**School Receptionist**:
1. Welcome and sign-in/out all visitors and parents;
2. Receive incoming phone calls/queries from parents and suppliers;
3. Resolve queries and questions (liaising with relevant members of the school team for assistance as appropriate);
4. Receive incoming goods/post and forward these to appropriate team members at school;
5. Dealing with ad-hoc queries.

**Office Administration**:
1. General administrative activities including communications to staff and parents, (e.g.: termly calendar, staff lists, pupil lists/registers), input/update information in the school MIS, generate reports/adhoc information from the school MIS,

3. Collate and maintain pupil medical information, onsite medication.

4. Termly admin tasks e.g.: prize giving cups return/admin, parents evening appointment admin/assistance, school photographs, immunisations, and school events.

**HOURS OF EMPLOYMENT AND HOLIDAYS** Term time (including staff INSET days): Monday to Friday from 7.15am to 2.15pm. There may be a requirement to cover some non term time hours. This will be paid as an extra. An allowance of 5.6 weeks of paid holiday.

**Remuneration range and benefits available**

**PERSON SPECIFICATION**

We are looking for an enthusiastic person with charm, wit and who is calm under pressure. They should be a team player who enjoys a mix of routine and ad hoc tasks. The successful applicant will be positive, responsive, have a flexible attitude to work and be able to communicate easily with colleagues and parents. Honesty, integrity and confidentiality are essential qualities for the role.

**Experience and Knowledge**:
**Essential**:
1. Strong customer care skills and focus;
2. Approachability and willingness to help;
3. A discreet and diplomatic nature with respect for confidentiality at all times;
4. Confident and calm in handling questions and queries;
5. Able to work comfortably with repeated interruptions;
6. Able to produce accurate work;
8. Able to use initiative, work as part of a team;
9. A good verbal and written command of the English language (including spelling and grammar);
**Desirable**:
1. Previous experience of working in an Independent School;
2. Qualified First Aider;
3. Knowledge of iSAMS MIS;
4. Knowledge of School Post;
5. Familiar with office equipment (phone systems, copiers, laminators);
**Personal Attributes**:
1. Able to work well in a team;
2. Approachable, friendly, helpful and able to find solutions;
3. Motivated;
4. Organised and methodical;
5. Possesses excellent communication skills;
6. Able to confidently handle parent queries and challenges.

**Job Types**: Part-time, Permanent

**Salary**: £12,040.00-£16,500.00 per year

**Benefits**:

- Discounted or free food

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 15/03/2024
Expected start date: 08/04/2024

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