Receptionist/administration

We are looking to recruit a receptionist/administrator to join a small team in a busy office that supports the Head Office team behind the running of four local independent schools.

The Oak-Tree Group is based in Loughton, with schools in Loughton, Buckhurst Hill, North Chingford and Epping.

You will have sufficient experience working in an office environment, proven secretarial skills and excellent awareness of customer service needs. Experience using all Microsoft Office packages, especially spreadsheets in Excel and Word documents, is essentialand previous use of large databases would be useful.

The working hours will be from 8am until 3pm daily throughout the year, with 25 days of holiday + bank holidays. The position will be remunerated at £19,500pa. Lunches during term times are included, as are refreshments throughout the day.

Main Duties and Responsibilities:

- To help ensure the Admin Office offers a welcoming environment for parents and visitors.
- To ensure that the Reception area is kept tidy and presentable for visitors.
- To answer the telephones in a personable and welcoming manner.
- To check the Head Office voice messages each morning and to respond accordingly.
- To arrange appointments as necessary.
- To sort internal mail and distribute accordingly.
- To frank correspondence generated by Head Office personnel and post daily.
- To deliver and collect items of post etc. between Head Office and Oaklands School Office.
- To type letters, documents, promotional literature and policies as required.
- To help manage and maintain the electronic diary for Group personnel.
- To deal with enquiries from parents, staff and pupils as promptly as possible.
- To help take fee payments by cheque or card either in person or by telephone.
- To contact parents by telephone as necessary.
- To deal with administrative arrangements for School Events and outings.
- To record and file information, in strict confidence, when necessary.
- To oversee the general filing generated by Head Office personnel.
- To take notes at meetings as required.
- To check the Head Office signing-in sheets and complete/amend where necessary.
- To provide holiday telephone/admin support for the four schools.
- To record details of admissions enquiries during school holidays and to send publicity materials as requested and to pass enquiries to the relevant Admissions Registrars.
- To help with the Head Office kitchen area and staff rest area as appropriate, including stacking, unloading and maintaining the dishwashers.
- To help manage the booking of the Meeting Room and help ensure it is always ready for meetings, including ensuring that glasses, paper and stationery are replenished and providing sustenance when necessary.
- To provide refreshments for meetings.
- To provide refreshments for Group Management in the mornings and afternoons as required.
- To verify and photocopy new starter documentation, inform Personnel and secure confidentially as required.
- To update staff, parent and pupil forms and upload to the relevant websites as required.
- To liaise with Marketing, Pdf if required and upload Handbooks, Curriculum Overviews, Homework Schedules, Timetables and any other school documents to the relevant school portals.
- To update policies and upload to the relevant websites as required.
- To support the maintenance team in ensuring vehicle records and logs are up to date.

ICT Responsibilities:

- To use the computer system and help keep the bespoke 'Engage’ database up-to-date.
- To enter and maintain data required for parent and pupil portals on the 'Engage’ database in conjunction with the Group ICT Manager and school offices.
- To ensure the regular maintenance of the Engage DMS by helping to upload documents such as Registration and Acceptance Forms.

School Events:

- To coordinate the ticketing of events such as Group Fireworks Display, Group Summer Ball and Group Oak-Tree Festival.
- To coordinate the administration of Group Holiday Activity Clubs.

General Responsibilities:

- To support the aims of the Group.
- To promote equality of opportunity and anti-discriminatory practice.
- To follow Health and Safety procedures and report any concerns immediately.
- To comply with local authority Safeguarding Procedures.
- To follow the Data Protection Policy.

Professional Development:

- To attend INSET courses and keep well informed about new developments in the educational world and statutory requirements.
- To take part in the School Performance Management Programme and attend School INSET as required.