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Job description

Hours of Work: 8:15am -3:45pm, 35 hours a week for 38 weeks a year (term-time) with one Saturday morning & one weekday evening per term. Additional hours may be required to suit the needs of the business

Salary: £22,542 (full time equivalent), pro-rata salary is £18,506

Main Purpose: To be a professional receptionist and school office administrator providing an exceptional service to pupils, parents, staff and visitors.

Duties and Key responsibilities:
Responsibilities: Reception and Telephone:

• First point of contact – warm, friendly, approachable and efficient
• To answer/deal with queries, both face to face and via the telephone, take messages and pass them on to the relevant member of staff in an appropriate and timely manner
• To deal with internal and external post and emails on a day-to-day basis, including bulk mailings
• Logging visitors, signing in and signing out
• Logging late pupils and signing pupils out for early departure
• Accepting deliveries

Admissions

• Creating pupil files
• Generating & sending out welcome packs
• Issuing and receiving administrative forms prior to entry
• Adding new pupils to systems
• Maintaining enquiries and admissions registers
• Collating and forwarding prospectuses

Attendance

• Twice daily inputting and checking of pupil registration, locating absentees, logging forward absences and managing messages from parents and staff
• Creating and sharing of weekly attendance reports for Leadership Team
• Maintaining before and after-school attendance registers

General Admin

• Diary and liaison
• Events planning
• Set up parent meetings
• Ordering stationery
• Liaising with catering manager and disseminating menus
• General administrative duties and support for the Leadership Team.
• To maintain accurate pupil records and undertake data inputting
• Assisting with teaching staff cover arrangements
• Printing, collating and sending academic reports and transcripts
• Weekly monitoring of events for the whole school, including reminding relevant staff of the correct procedure for obtaining risk assessments etc
• Entering data onto the school calendar system and the pupil database
• Sending external communications to parents via the database
• Monitoring of the general School email account
• To minute meetings as required
• To undertake housekeeping in the office, reception and other adjacent spaces, ensuring their appearance is neat and tidy at all times
• To attend and take part in team meetings & regular reviews with line manager

First Aid & Medical

• Ensuring safe storage of medication
• Named person for administering medication
• Maintaining & reporting accident logs
• Point of Contact for unwell pupils

Extra-curricular & Holiday Club:

• Collaborate with academic team to arrange clubs schedule
• Input data into the booking system
• Verify documents for open club external providers
• Creating registers
• Other duties, as required.

Health and Safety:

• Promote the safety and wellbeing of pupils, and help to safeguard pupils’ well-being by following the requirements of Keeping Children Safe in Education and our school’s child protection and safeguarding policy

Professional development:

• Help keep their own knowledge and understanding relevant and up-to-date by reflecting on their own practice, liaising with school leaders, and identifying relevant professional development to improve personal effectiveness
• Take opportunities to build the appropriate skills, qualifications, and/or experience needed for the role, with support from the school
• Take part in relevant staff training and meetings

Personal and professional conduct:

• Uphold public trust in the education profession and maintain high standards of ethics and behaviour, within and outside school
• Have proper and professional regard for the ethos, policies and practices of the school, and maintain high standards of attendance and punctuality
• Demonstrate positive attitudes, values and behaviours to develop and sustain effective relationships with the school community
• Respect individual differences and cultural diversity

Experience:

Essential

• Previous school experience
• Demonstrating a high level of competence in Office Systems
• Able to analyse and create appropriate systems for setting & self

Desirable

• Experience of the independent sector & inspections
• Administrative experience within a similar school environment including working on a busy reception
• Good working knowledge of safeguarding practices

Qualifications

Essential

• Excellent standard of literacy and numeracy (Minimum GCSE Grade C or equivalent)
• Evidence of continuous professional development

Desirable

• Educated to Degree Level or equivalent
• Level 3 Paediatric First Aid
• Level 2 Administering Medication
• Level 2 IT Qualification

Skills

• Able to enter data accurately
• Good customer service skills
• Experienced and proficient user of MS Office
• Excellent communication skills
• Good organisational skills
• Ability to work within a team and maintain good communication
• Ability to build effective working relationships with pupils and adults
• The ability to remain calm in stressful situations
• Knowledge of guidance and requirements around safeguarding children
• A good standard of personal presentation
• Ability to work accurately with a good attention to detail
• Proactive approach to the duties and responsibilities associated with the role with ability to balance conflicting demands
• Friendly manner with excellent communication skills (verbal and written) including good telephone manner
• A commitment to safeguarding and protecting children and young people.
• Able to work flexibly to meet the requirements of the post, including evening and weekend work

Personal Qualities & Enthusiasm
Attributes: Team player

• Conscientious
• Open and approachable
• Effective interpersonal skills
• High level of self-motivation and commitment
• Sense of humour and perspective
• A positive and resilient individual with drive, integrity and independence
• Commitment to the caring and active ethos of Abbey School
• An effective organiser
• Relate well to adults and children
• Flexible and adaptable
• Reliable and responsible
• Ability to act in a professional manner at all times
• Commitment to maintaining confidentiality at all times
• Commitment to safeguarding pupil’s wellbeing and equality at all times

The postholder will be required to safeguard and promote the welfare of children and young people, and follow school policies and the staff code of conduct. A DBS Enhanced Check will be carried out prior to joining.

Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the postholder will carry out. The postholder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher or Line Manager.

Job Types: Full-time, Permanent

Salary: £22,542.00 per year

Benefits:

• Discounted or free food
• Employee discount
• Free parking
• On-site parking

Schedule:

• Monday to Friday

Application question(s):

• Do you have experience of school inspections (such as Ofsted or ISI?)

Education:

• GCSE or equivalent (preferred)

Experience:

• working in a school: 5 years (preferred)

Work Location: In person

Application deadline: 25/08/2023
Expected start date: 04/09/2023