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Job description

Job Description

Job Title: School Administrator/Receptionist

Salary: £26,000 per year based on 40 hours per week 52 weeks per year

Reporting to: Headteacher

Job Purpose

To support the school leadership team with the smooth running of the school.
To elevate the brand of Odyssey House School by dealing with prospective and current parents and students.
To act as an ambassador for the school in promoting the school to the wider community.
To work closely with the Headteacher and the Odyssey senior leaders to support with referrals.
To manage the front reception desk, being the first point of contact for visitors and telephone calls.

Duties and responsibilities

Specific Responsibilities
Enquiries, Communication & Liaison
To act as an ambassador to the school by:

• Act as the first point of contact for parents, children and other visitors to the school
• Manage reception, answering the phone and dealing with all incoming emails
• Attend staff meetings and staff training days
• Maintain the visitors log book and ensure all visitors and contractors can be identified by wearing clearly visible badges
• Ensure all visitors present the correct documentation before being allowed to visit the site
• Ensure the daily staff and student attendance log is updated and shared with the

Headteacher, Business Director and HR Business Partner

• Assist in arranging and coordinating school visits for parents and students
• Monitor registers and on a twice daily basis, call families where children are absent and send absence/lateness letters to parents with support from the Headteacher as appropriate
• Demonstrate sensitivity, confidentiality and discretion at all times
• Establish good relationships with staff, students and the wider Odyssey family
• Assist the Headteacher to organise and coordinate transition days
• Answer queries regarding the school when calls and emails are received
• Liaise with the Business Administrator and Schools Administrator based in Wokingham to share best practice
• Work with the Support Services team and Headteacher to organise events

General Office Duties

• Assist in maintaining student files and online records
• Be aware of Odyssey’s policies and procedures and follow them at all times
• Maintain notice boards, sort and distribute mail and parcels
• Be responsible for the school’s management information system (MIS) and play a key role in the school record keeping

• Undertake confidential human resources, secretarial and administrative support
• Be responsible for the general tidiness of the school and garden
• Liaise with contractors and suppliers
• Support the SLT in any administrative function
• Be responsible for the emergency evacuation procedures, including sharing information with visitors to the school and new starters
• To perform premises compliance checks regularly, including fire alarm, water testing
• Arrange repairs and servicing of equipment
• Ensure good stocks of office and educational stationery, building supplies and cleaning products, reordering when necessary
• Ensure safe and orderly storage of stationery, building supplies and cleaning products
• Order and provide hospitality services as required
• Process admission enquiries and paperwork as required for SLT
• Be first aid trained and be the primary first aider
• Assist with any Petty cash and daily bookkeeping
• Raise purchase orders where required and log on the purchase order system, forwarding invoices to the finance team
• Check in goods and return any unwanted items
• To assist the Headteacher with school tours
• To assist the Headteacher in welcoming students to the school, including providing new parents with all the information (handbooks and any other relevant documentation)
• To keep personal knowledge current and effective by ensuring CPD is up to date
• Any other task reasonably requested by the Executive Team

Data Entry & Management

• To ensure all school databases are kept up to date
• Liaise with HR to maintain staff files
• Support HR with any onsite coordination for interviews etc.
• Support the Business Administrator in updating the website and keep it current
• Coordinate and distribute the school newsletter

Educational and School Activities

• Book travel, organise tickets and accommodation for all trips and events
• Ensure risk assessments have been carried out and are filed appropriately for the trips
• Ensure all documentation for students has been completed by parents/guardians to enable them to attend the trip

Person Specification

Qualifications and Training Essential Desirable
Evidenced through: Application

GCSE Grade 4 English and Maths X

Further evidence of study X

Experience Essential Desirable

Evidenced through: Application

Experience in an administrative environment X

Proficient in the use of MS office, especially Word X and Excel

Experience of working on a tight deadline X

Experience working in a school environment or X other educational setting

Experience working with children/young people X with SEND and/or short-term difficulties (e.g. behavioural difficulties, mental health, physical disabilities)

Skills and Knowledge Essential Desirable
Evidenced through: Application

Excellent interpersonal and communication skills X
Ability to relate to people at all levels X
High level of confidentiality X
Strong organisational and time management skills X
Excellent attention to detail X
Confidence to speak X
Ability to deal with conflicting workloads X
Ability to work as part of a team but also X independently

Safeguarding of children and young people X
Has a high level of initiative X

Personal Qualities Essential Desirable
Evidenced through: Application

Patient and calm X

Desire to provide the best possible opportunities X for all pupils

Able to create good relationships with children, X staff, parents and external agencies

Self-motivated X

Have a professional, helpful and friendly approach X in order to ensure a positive image is conveyed

Be committed to OES values and ethos X

Notes:

This job description may be amended at any time in consultation with the postholder.

Last review date:

Next review date:

Headteacher/line manager’s signature _____________________________________

Date: _____________________________________

Postholder’s signature _____________________________________

Date: _____________________________________

Job Types: Full-time, Permanent

Salary: £26,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme

Schedule:

• Monday to Friday

Ability to commute/relocate:

• London, WC1B 4JP: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Work Location: In person