Receptionist/administrative Assistant

**KINGSDOWN SCHOOL**

Receptionist/Administrative Assistant

**Salary**:
**Hours**:
**Weeks**:
Level 5 Points 8-12 / Level 6 Points 13-20

37 hours (M - Th 8.00am - 4.00pm, F 8.00am - 3.30pm)

Term time only with one additional week worked over the Summer

**Responsible to**:
Finance/Office Manager

**Liaison with**:
All staff, pupils, parents, Local Authority, other professional staff & visitors

**Main Purposes of the Job**:
To manage reception; manage the administration of school meals; provide secretarial and administrative assistance as required; manage the administration of pupil attendance and production of registers

**Main Activities**:
Manage reception - be the first point of contact for both telephone and face-to-face enquiries and take messages where appropriate

Meet and greet visitors, ensuring everyone complies with school security arrangements

Check and sign for deliveries

Recording and updating pupil information on Sims.Net and printing and distribution of Data Collection Sheets.

Taking minutes at Annual Review meetings, typing and distributing reports.

General typing, ensuring all correspondence, reports, schedules, timetables and documents are produced to the standard required

Distribute, collect and collate school dinner forms; advise external caterers of weekly order and any changes; keep school dinner allergies information updated.

Responsible for keeping class lists up to date and distributing as required.

Responsible for receiving all money sent in to school and recording details ready for banking; including preparation of school dinner returns

Responsible for all the administration associated with the Jack Petchey Award Scheme.

Prepare registers and the administration of pupil attendance.

Arrange pupil school photos

Take photos of new staff; order passes for new staff; keep staff board in Reception up to date

Record and monitor all pupil absences which includes establishing reason for absence and producing analysis as and when required

Manage the administration of pupil trips and visits which includes writing letters, receiving money and recording that all the necessary information is received

Distribute incoming mail, handle outgoing mail and distribution of mail via internal services

Assist with management of the school diary

Responsible for maintaining a register of school policies; advising appropriate staff when they become due for review

Responsible for ensuring school is GDPR compliant

Any other adhoc duties as delegated by the Finance/Office Manager

Undertake any training commensurate with the post

Show a responsible attitude to health and safety issues and have due regard for their personal safety and that of others

Support, uphold and contribute to the development of the school’s equal rights policies and practices in respect of both employment issues and the delivery of services to the community

The school is committed to safeguarding and promoting the wellbeing of our pupils and expects all staff to share this commitment

The duties may be varied to meet the changing demands of the school at the reasonable discretion of the Headteacher. This job description does not form part of the Contract of Employment. It describes the way the post holder is expected and required to perform and complete the particular duties set out.

**Kingsdown School**

**Person Specification**: Receptionist/ Administrative Assistant

**Skills, Knowledge and Aptitudes**
- Good listening, oral and literacy skills
- Very good ICT skills
- Good time-management skills
- Able to work to deadlines
- Good organisational skills
- Ability to develop and maintain contacts with outside agencies
- Knowledge of Equal Opportunities and Human Rights legislation
- Knowledge of Data Protection legislation

**Qualifications and Training**
- Demonstrate a willingness to attend appropriate training and development
- Have 5 GCSE’s or equivalent, including Maths and English

**Experience**

Should be able to produce evidence of:

- Relevant personal and professional development
- Working in an environment where experiences included taking initiative and self motivation
- Working as a member of a team

**Personal Attributes**
- Be a person of integrity
- Be able to maintain confidentiality
- Be able to remain impartial
- Have a flexible approach to working hours
- Be sympathetic to the needs of others
- Have an openness to learning and change
- Have a positive attitude to personal development and training
- Have good interpersonal skills
- Ability to demonstrate initiative
- Friendly and outgoing
- Ability to work under pressure

Pay: £25,992.00-£31,586.00 per year

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

Application deadline: 22/11/2024
Expected start date: 06/01/2025