School Receptionist

Job Description: School Receptionist

Working Hours: 10:30am to 4pm

Working Weeks: Term time only

Grade: NJC Scale 3, Points 5 to 6 (Pro-rata)

Responsible to: School Office Manager

Job Purpose and Overview

The School Receptionist serves as the first point of contact for the school community, providing essential administrative and customer service support. This role is responsible for assisting in the smooth and efficient running of the school's office and reception area, creating a welcoming and professional atmosphere while ensuring effective communication flow between students, parents, staff, and visitors.

Key Duties and Responsibilities

1. Front Desk, Communication, and Security

• Greeting and Directing: Courteously welcome and receive all visitors, parents/carers, professionals, and contractors, ensuring they sign in and out following school security procedures.
• Telephone Management: Answer incoming and internal switchboard calls efficiently, screening and directing calls, dealing with enquiries, and taking accurate messages as required.
• Security: Manage the visitor sign-in system and issue temporary badges, strictly adhering to school safeguarding policies and maintaining security requirements.
• General Inquiries: Handle routine inquiries regarding lost items, school schedules, and general activities.

2. Administrative Support

• Clerical Duties: Provide efficient clerical support including routine word processing, photocopying, scanning, filing, and collating reports.
• Data Management: Assist in maintaining and updating information on school databases (specifically regarding students and staff), ensuring data is processed, input, and extracted accurately.
• Mail and Deliveries: Assist in the circulation of incoming and outgoing post and accept deliveries according to procedures, arranging for their distribution.
• Systems and Displays: Report technical faults regarding database systems or equipment to ICT technicians and assist in maintaining appropriate classroom and corridor displays.

3. Student Support and Welfare

• Attendance: Facilitate the sign-in/out process for students arriving late or leaving early, ensuring registers are collected and returned and accurate documentation is maintained.
• Medical Assistance: Deal with students who are unwell or injured, ensuring quick access to emergency contact information and contacting parents in non-critical situations (e.g., minor illness).
• First Aid: Support office staff with student first aid duties and undertake first aid training and responsibilities as required.

4. General and Operational

• Relationships: Establish and maintain good relationships with students, parents, colleagues, and external professionals.
• Emergencies: Assist in school emergencies, including locating staff and contacting emergency services.
• Events and Meetings: Attend school events, relevant meetings, and training sessions as required.
• Development: Contribute to the evaluation and development of administrative systems and procedures.

Person Specification: Qualifications and Skills

Education and Experience

• Education: Educated to A level standard as a minimum
• Experience: Minimum of 3 years of experience in a high-volume administrative, reception, or customer service role.

Technical Proficiency

• Proficient in using Microsoft Office (Word, Excel, Outlook).
• Ability to operate standard office equipment (multi-line phone system, copier, scanner).
• Ability to maintain manual and computerised record/filing systems.

Core Competencies

• Communication: Exceptional verbal and written communication skills with clear, professional telephone etiquette.
• Interpersonal Skills: Warm, friendly, and patient demeanour when dealing with children, parents, and colleagues.
• Organisational Skills: Excellent time management and the ability to manage multiple tasks simultaneously in a busy environment.
• Confidentiality: Demonstrated ability to handle sensitive student and staff information with the utmost discretion.
• Screening: Must be able to pass a background check and relevant child protection screenings.

Job Types: Part-time, Fixed term contract

Contract length: 12 months

Pay: £24,420.00-£43,433.81 per year

Work Location: In person