Receptionist and Admin Assistant

Purpose of Job

The Receptionist is the first point of call for visitors to the school, parents, staff and pupils.

As the 'face' of the school, the receptionist should be welcoming, personable, helpful and able to represent the school in a professional and friendly manner.

In addition, it is essential that the person for this role is organised, able to multitask, work flexibly and have a 'can do' approach to work, as no two days are the same.

The receptionist is also required to support the school office function with various administrative tasks, requiring a good level of IT skills.

Main Responsibilities and Tasks

Act as the first point of contact for the school, welcoming visitors and responding to telephone and email enquiries in a helpful and constructive manner, ensuring that appropriate actions are taken on a timely basis.

Manage the school telephone system, answering the telephone (transferring calls, taking and delivering caller messages) and dealing with face to face enquiries.

Always ensuring the safety and security of the school, making sure that the front door is locked and entry to the premises controlled.

Controlling the signing in/out procedure of all visitors and in accordance with our safeguarding procedures. Issuing passes, alerting staff to the arrival of a visitor, monitoring the collection of the visitor, signing out and collecting passes as they leave.

Manage the booking of school meeting rooms.

Producing and maintaining daily school fire registers.

Liaising with staff for the delivery and collection of parcels.

Taking deliveries and liaising with facilities staff regarding goods inwards.

Providing "front of house" welcome to visitors at public school events such e.g. open evenings, parents evenings. This is conducted on a rota basis with other employees.

• Provide administration support to the Attendance Officer to ensure the accurate recording of pupil absence data, including the registration of late arriving of pupils on our management information records.
• Carrying out photocopying requests from members of teaching staff.
• Undertake administration tasks to support the Senior Leadership Team (eg preparing correspondence, scheduling appointments, data input eg finance invoices or pupil information, produce lists/information as required).

Undertake administrative duties using Office 365, MS Word, MS Excel and other relevant IT packages including Arbor, InVentry and Access Financials.

Ensure that the reception area is always clean and tidy and liaising with cleaning staff where remedial action is required.

Person Specification

We are looking for someone who has excellent interpersonal, communication and administration skills. The receptionist will be the first face of MBS and plays an important role in marketing the school to all visitors, parents and students.

CORE SKILLS

• Highly efficient and organised
• Able to prioritise and work with pace during busy period
• Calm and professional
• Ability to deal with confidentiality
• Excellent attendance and punctuality
• Ability to communicate well both in written form and verbally
• Confident in dealing with a range of stakeholders
• Initiative and resourcefulness
• Excellent telephone manner

QUALIFICATIONS

• GCSE English or equivalent

EXPERIENCE

• Office 365
• Management information systems
• Has worked in other front of house roles
• Arbor
• InVentry
• Access Financials

OTHER ESSENTIAL REQUITEMENTS

• Enjoy working in an urban educational setting
• Sense of humour
• Adaptability
• Enjoys change and a challenge
• Ability to confidently engage with teenagers and their parents, staff and visitors