School Receptionist

Purpose: To be the welcoming face and voice of Bethany School and provide a wide range of administrative tasks to support the operational functions of the school.

Reports to: Bursar

Main Duties and Responsibilities:

The post holder will undertake all duties and responsibilities in compliance with regulatory, legislative and School procedural requirements.

Reception

• Warmly welcoming all visitors and contractors to the school and ensuring they produce proof of identification (if needed) and sign the visitor’s book on their arrival and departure;

• In line with our current Safeguarding and Visitors Policies all visitors and contractors will be issued with a visitor’s badge and introduced to the relevant members of staff;

• Operate telephone and take messages;

• Take delivery of parcels;

• Offer guests including prospective parents, tea and coffee etc.

Post/emails

• Opening and distribution of all school mail;

• Post outgoing mail and deal with incoming mail;

• Post examination certificates for the Examinations Secretary by recorded delivery;

• Post/email to parents all Individual Education Plans (IEPs) for the Dyslexia and Learning Support Department;

• Check e-mails on a daily basis and deal with content as appropriate;

• Check the complaints emails weekly.


Minibuses and Transport

• Manage school bus transport including compiling and keep updated lists of pupils travelling. Keep bus companies fully informed of pupil lists and extra dates transport required – i.e. Open Morning and Speech Day;

• Deal with bus schedules for minibuses and buses;

• Make taxi bookings when required;

• Keep a record of flight schedules and travel arrangements for pupils;

• Book taxis to and from airports for students;
• Liaise with guardians regarding transport;

• Compile and send out Weekend Activities information and permission slips for the Head of Boarding and book appropriate buses;

• Arrangements for school outings: (booking venues, tickets,) transport.


ISAMS (School administration and pupil database)

• Ensure all registers are completed at each registration session;

• Record unauthorised absences;

• Enter all holidays in registers for teachers;

• Carry out all procedures concerned with the admission and withdrawal of pupils;

• Operate iSAMS for pupil/staff data, registers, (admissions) and withdrawals;

• Send out data sheets to be checked by parents annually and update where necessary;

• Keep an up-to-date record of pupils’ addresses and emergency telephone numbers readily available;

• Maintain an up-to-date storage system for office and pupil records on iSAMS;

• Issue text and e-mail communications to parents and staff;

• Maintain up to date class lists;

• Maintain Admissions Book;

• Check all registers for pupil absences on a daily a.m. /p.m. basis and follow up if no reason for absence given.

General Administration

• Provide general administrative support to the Bursary, Human Resources, Dyslexia Learning Support department, Marketing, Admissions and the Exams Office;

• Provide additional secretarial services to members of the Senior Management Team and senior managers;

• Maintain a diary for the Meeting Room;

• Order merit tokens and distribute to staff to present to pupils;

• Prepare parent name badges for Parent Teacher Meetings and pupil name badges for Open Mornings;

• Stationery orders;

• Collect details for school productions and recording receipt of payments;

• Any other tasks reasonably required;

• Keep paper copies of pupil year list/house list/whole school list;

• Ensure cover info for teaching staff is displayed on the Common Room board at 8.00 a.m. each morning;

• Any other tasks as reasonably required by the Bursar. 

The Candidate Profile

The successful candidate is likely to possess the following:

Essential:

• A high standard of personal presentation;

• Excellent spoken English and telephone manner;

• Good standard of numeracy;

• Good IT Skills;

• Be able to touch type and use Audio equipment;

• Ability to maintain confidentiality when dealing with data of a personal or commercially confidential nature;

• Ability to work within time constraints and prioritise tasks;

• Excellent skills in oral and written communication;

• High level of attention to detail and accuracy;

• Ability to work on your own as well as part of a busy team;

• Ability to work using own initiative.

Desirable:

• Previous experience of working within an office environment;

• Previous experience working within the educational sector;

• Experience of manning a busy reception area;

• A flexible approach to working hours as there may be the occasional need to work outside normal office hours, e.g. recruitment or open evenings.


June 2017