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JOB DESCRIPTION

Job Title: Administration Assistant / Receptionist

Department/Group: Support staff

Level/Salary Range: Grade C scp 4 -6

Reporting to: Office /Administration Manager

Contract term: Term time + 2 days

Hours per week: 37

Vision Statement

“To allow all children to experience ‘life in all its fullness’, no matter what their starting point” by:

• Offering a high quality, inclusive and distinctive education
• A caring and nurturing environment based on our Christian values
• Recognising the unique nature of each child.

Main Objectives of Role:

• Providing professional, courteous and customer focussed reception and back office administrative services to all stakeholders maintaining appropriate levels of confidentiality
• Ensuring all visitors are subject to the required safeguarding checks before allowing unrestricted access to the Academy

Job Description:

Organisation

• Maintaining the reception area and associated areas in good order (Clean and tidy and displayed information is current and professionally presented)
• Report immediately to the Administration/Office Manager any visitors that enter the building without reporting to reception or if any inappropriate behaviour is exhibited by any visitors
• Ensuring all relevant resources are prepared in advance and to hand to process visitors in a timely and efficient manner
• Ensure all visitors entering the building meet the Academy’s safeguarding requirements, know the Academy’s emergency evacuation procedure and are issued with a visitor badge and instructions.
• Pass on messages to colleagues in other areas of school promptly and accurately
• Assist with the organisation of school events such as parents’ evenings, awards evenings, open evenings, and transition activities. The precise nature of events may vary across each school in the Trust
• Be the lead fire warden for the Assembly Point if required for an individual school within the Trust

Administration

• Greet visitors to the Academy in a warm, calm, friendly manner keeping them updated and following through with the person they are meeting if they are running late and the visitor is left waiting for more than a short time.
• Answer telephone calls, take messages and ensure queries are responded to in a timely manner, whether on reception or in another location. This will vary depending on reception /office location in each of the Trust’s schools.
• Check the Academy’s central email address for messages, responding to routine enquiries and forwarding more complex enquiries to the right person.
• Maintain manual and computerised record/information systems including scanning and uploading documents on the schools MIS
• Produce lists/ information/ data as required e.g., student data
• Record attendance for students arriving late to school or liaise with the Attendance Officer to record students arriving late to school. This practise may vary across difference schools in the Trust
• Use School comms to monitor the messaging inbox and send messages to parents and staff
• Use the school’s parent pay system to provide parents with log-in information and answer queries where appropriate
• Respond to requests for support from colleagues within each School’s own operating procedures and contact the relevant member of SLT/staff on call to respond when support is requested e.g., first aid / SLT /pupil support rota
• Make telephone calls to parents to check attendance at parents’ evenings etc
• Undertake typing and word-processing and other IT based tasks such as printing and distributing letters
• Provide administrative and organisational support to all stakeholders as directed by the Administration /Office Manager
• Produce staff and contractor identification badges and maintain the Inventory logging and Net2 access control systems
• Assist in the sorting and distribution of incoming mail and the preparation and franking of outward mail.
• Maintain room bookings using outlook calendars and cross-checking new requests against school outlook calendar
• Maintain stock of administrative supplies

General

• Work collaboratively with a range of internal and external partners, demonstrating a positive ‘can do’ attitude and working as one team for the wider ‘team academy’
• Limited flexibility with working hours including assisting with after-school events and on occasions other commitments beyond the usual working day, recognising the variable nature of workloads and deadlines. It must also be noted that the Academy strongly recognises the fundamental importance of a private and family life, and of adequate rest and recreation.
• Meet regularly with the Office /Administration Manager

Safer Recruitment Statement

The Bishop Fraser Trust is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All staff employed by the Bishop Fraser Trust are expected to:

• uphold and promote the Trust’s vision
• uphold and promote the Christian ethos of all schools in the Trust
• support and contribute to the achievement of all students academically and pastorally
• support and contribute to the Trust’s responsibility for safeguarding all students
• Be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.
• Promote equality and celebrate diversity, seeking to reduce disadvantage, and to encourage aspirations and participation from people who might not otherwise join in.
• undertake professional training to enhance personal development and job performance;
• share best practice, expertise and skills with others
• Offer ideas and suggestions for making things better
• Engage actively in the appraisal and performance review process
• Seek to be positive and build up the common good through their own individual contribution to the life of their school
• Seek to develop a better work/life balance
• maintain high professional standards of attendance, punctuality, appearance, conduct and positive relationships with all pupils, parents/carers, colleagues, governors, trustees and members; treating everyone with dignity and respect
• Comply with all Trust and individual school policies and procedures including safeguarding, child protection, health, safety and security, confidentiality and data protection
• Work within the Trust and individual school’s Health & Safety Policies to ensure a safe working environment for all staff and pupils.
• Appreciate that whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified in this job description
• Follow any reasonable request from the Headteacher or SLT to undertake work of a similar level that is not specified in this job description.

This job description is current at the date shown, but following consultation with you, may be changed by the Headteacher or SLT to reflect or anticipate changes in the job which are commensurate with the salary and job title. It allocates duties and responsibilities but does not direct the amount of time to be spent on carrying them out. The above responsibilities are subject to the general duties and responsibilities contained in the statement of conditions of employment.

PERSON SPECIFICATION

Administration Assistant /Receptionist - CRITERIA

E*ssential / D*esirable

Work related circumstances – professional values and practices of The Bishop Fraser Trust

High expectations of all students; respect for their social, cultural, linguistic, religious and ethnic background and a commitment to raising their educational achievements - E

Ability to build and maintain successful relationships with students, treat them consistently, with respect and consideration and demonstrate concern for their development as learners - E

Commitment to the Trust’s Christian ethos and educational purpose, demonstrating and promoting the positive values, attitudes and behaviour they expect from the students with whom they work - E

Ability to work collaboratively with colleagues and carry out role effectively, knowing when to seek help and advice - E

Able to liaise sensitively and effectively with parents and carers recognising their role in student learning - E

Able to improve their own practice through evaluations and discussion with colleagues. - E

Flexible with an ability to be able to embrace and generate change - E

Personal Qualities

Self-motivated and personally resilient - E

High levels of personal integrity, discretion, honesty, reliability and self-awareness - E

Conscientious and diligent work ethic - E

High standard of personal presentation with an excellent attendance and time-keeping record - E

Exacting standards, with high levels of attention to detail and accuracy - E

Patience, kindness and understanding - E

Professional Dispositions

Pro-active in using initiative - E

The ability to meet and greet visitors, staff and students warmly, confidently and professionally - E

Willingness to take a hands-on approach as necessary - E

Maintains a positive outlook at work - E

Flexibility, on occasions and within reason, in approach to working hours - E

Ability to work under pressure to meet specified deadlines, in a situation with frequent interruptions - E

Qualifications

Maths and English Grade C /Level 4 or above or equivalent demonstratable experience - E

L2 Business Administration NVQ or equivalent - D

Be willing to train as a Fire Warden and First Aider if it is required - D

An awareness and ability to work within the rules of relevant policies, legislation and good practice relating to schools, particularly Data Protection, Child Protection and Safeguarding - E

Experience

Providing reception /administration service - E

Working in a team environment in an administrative capacity - E

Working within a school environment for at least 2 years - D

Experience of using Microsoft Office software - E

Experience of using mail merge and publisher - D

Knowledge

Ability to swiftly adapt to and utilise new systems and software - E

Skills

Ability to communicate and build rapport with young people - E

Ability to remain calm and diffuse confrontational situations - E

The ability to manage highly confidential material in an appropriately sensitive way - E

The ability to answer and make telephone calls warmly, confidently and professionally, as well as dealing with enquiries efficiently and effectively, ensuring all subsequent actions are completed within appropriate timescales - E

Strong organisational skills and the ability to plan and prioritise work in order to meet deadlines - E

Friendly, professional, with the ability to ‘connect’ immediately with customers, making them feel valued and important and demonstrating a solution focused attitude - E

Safeguarding of Children and Young People

Ability to form and maintain appropriate relationships and personal boundaries with children and young people - E

Job Type: Full-time

Salary: £17,880.03-£18,537.38 per year

Benefits:

• Company pension
• Health & wellbeing programme
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Bury: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Experience:

• Administrative experience: 1 year (required)

Language:

• English (required)

Work Location: In person

Application deadline: 07/07/2023
Reference ID: BCEHS Receptionist 12.07.23
Expected start date: 04/09/2023