JOB DESCRIPTION
AFTERNOON RECEPTIONIST/ADMINISTRATION ASSISTANT
As the first point of contact for parents, students and others, the main function of this role is to welcome visitors to the school and to answer incoming telephone calls. Reporting to the Office Manager/Head’s PA, responsibilities include:
· Greeting visitors in a friendly, professional manner and directing them to the correct person or department. Dealing with queries as appropriate.
· Answering the telephone and forwarding calls in a polite and efficient manner to relevant departments or taking brief messages.
· Fielding calls from parents for teachers and housemistresses if queries can be answered by other means.
· Directing Parents to the Parent Portal to enable them to access relevant information issued by school.
· Maintaining security by following procedures and ensuring visitors sign in to the visitors’ book and are issued with a visitor security badge.
· Ensuring the Staff Sign Out book and Sundry Visitors’ book is up to date and also in place each evening.
· Responding to email queries as appropriate or forwarding on to relevant staff member.
· Receiving and sorting any late mail, distributing as appropriate in the Staff Room pigeonholes.
· Liaising with the examinations assistant and co-ordinating the recording/collection of examination papers during Public Examination periods.
· Assisting students with general queries.
· Issuing emergency lunch tickets to girls at lunch time.
· Typing as required.
· Assistance with arrangements for special events.
· Booking meeting rooms as requested updating the appropriate room calendar.
· Keeping the reception area tidy at all times.
· Assisting visitors' car parking.
· Booking taxis as required.
· Ordering flowers as required.
· Assisting at Saturday Open Mornings when required.
· Being present on GCSE and A Level results days each August.
· Ad-hoc administrative duties.
Hours of work:
12.30 pm to 5.30 pm Monday to Thursday and 5.00 pm on Fridays totalling 24.5 hours per week for 39 weeks per year (term time + 20 days). This must include all school term days and extra days after the end of term and prior to the beginning of each term (to be agreed with the Head’s PA/Office Manager).
PERSON SPECIFICATION
AFTERNOON RECEPTIONIST/ADMINISTRATIVE ASSISTANT
Qualifications and Experience / • Understanding and knowledge of the Independent school sector would be desirable• Prior experience of working in a customer facing role
• Previous experience in a similar role useful but not essential
Skills / · Friendly and professional telephone manner
· Excellent communication skills both written and verbal
· Excellent administrative and organisational skills
· Ability to multi-task in a calm manner particularly during busy periods
· A team player, willing to be flexible and adaptable
· Excellent IT skills, with knowledge of MS Excel and Word and database experience would be an advantage
Personal Qualities / · Excellent time management skills and ability to adapt to constantly changing priorities
· Be able to build effective working relationships
· Be proactive and flexible
· Ability to work under pressure and meet tight deadlines
· Methodical and accurate with strong attention to detail
· Self-motivating with a positive attitude and a logical approach to work
Philosophy and Ethos / · A commitment to safeguarding and promoting the welfare of children and young people
· Strong support for the Christian ethos
· Ability to form and maintain appropriate relationships and personal boundaries with children
· Strong support for the strategic direction of the school
June 2017