JOB DESCRIPTION

Job Title: / Receptionist
School: / Coppice Spring School, Basingstoke
Salary Grade: / Delta Grade D
Responsible to: / Senior Leadership Team
Staff
responsible for: / None

MAIN JOB PURPOSE

1)Provide an efficient and effective receptionist facility to all visitors and callers to the school.

2)To provide efficient and effective administrative support to school staff to ensure the smooth operation of the school office.

3)Assist in the administration to organise school functions such as arranging visits from other professionals and agencies.

MAIN RESPONSIBILITIES AND DUTIES

  1. Welcome all visitors to the school courteously, determine the reason for their visit and ensure correct signing in procedures are carried out.
  2. Answer the telephone and respond to all enquiries at Reception. Re-direct enquiries in a friendly and efficient manner.
  3. Provide administrative support to all school staff.
  4. Process documentation as required.
  5. To be responsible for the running and maintenance of the school management information system (SIMS).
  6. Complete the DFE pupil census.
  7. Maintain and monitor attendance database and follow procedures regarding absences. Assist with the development and school registration analysis and provide reports on attendance.
  8. Assist with the development and maintenance of student files, records and various databases.
  9. To be responsible for maintenance of records on pupil transport arrangements and liaise with transport providers.
  10. To undertake such other duties as may be required from time to time commensurate with the level of the post.

Supervision and Management of People

Little or no supervisory responsibility other than assisting work familiarisation of peers and new recruits.

JOB SPECIFICATION

Knowledge and Skills

1)Ability to undertake work concerning more involved tasks confine to one function area or activity, which requires a good standard of practical knowledge and skills in that area of activity.

2)Good level of knowledge of computer applications including Word, Excel, PowerPoint.

3)A high level of accuracy is needed in data entry.

4)The post holder must be able to work under their own initiative and must have good organisational and interpersonal skills.

Creativity and Innovation

1)Ability to prioritise work, especially at busy times. Use of office technology to assist with the smooth functioning of the school office.

2)The post holder must have the ability to deal with a wide range of people and be able to handle their enquiries in a sensitive and confidential manner and in a way which supports the ethos of the school.

Contacts and Relationships

1)Daily contact, face-to-face and on the telephone, with parents/carers, pupils, staff and visitors to the school.

2)Contacts on wellestablished matters providing readily available information or assistance, or occasionally dealing with issues where the outcome may not be straightforward.

Decisions

1)There is a need to establish the importance and urgency of contacts made by parents/carers, pupils and visitors to the school and act accordingly.

Resources

1)The post holder will be responsible for the proper use and safekeeping of ICT equipment and sensitive electronic data.

Work Environment

1)Work subject to interruptions to the programme of tasks but not involving any significant change to the programme.

2)Work requiring normal physical effort and is performed in a heated, lit and ventilated indoor environment.

3)Work potentially involves some risk to personnel safety of injury, illness or health problems.

PERSON SPECIFICATION
Job Title: / Receptionist
School: / Coppice Spring School
ATTRIBUTES /

CRITERIA

/ METHOD OF ASSESSMENT
Experience /
  • Administrative experience in an education or public sector environment
/ Application form
Interview
References
Qualifications & Training /
  • 5 GCSE’s with a minimum grade C or above in English and Mathematics, or equivalent qualifications or relevant experience
/ Application form
Certificates
Interview
Aptitudes & Abilities /
  • Good organisational and communication skills
  • Excellent customer care skills
  • Friendly, confident and well presented
  • Good keyboard skills
  • Ability to assimilate information
  • Computer literate
  • Attention to detail
  • Ability to work under own initiative
  • Ability to handle confidential information with discretion
/ Application form
Interview
References
Knowledge /
  • Ability to use office technology and operate telephony system.
  • Knowledge of Microsoft Office suite
  • Competent in data entry/analysis.
  • Knowledge of Child Safeguarding procedures
/ Application form
Interview
References
Attitude / Motivation /
  • Good interpersonal skills
  • Team player
  • Self motivated
/ Application form
Interview
References
Other Factors /
  • Ability to manage and prioritise a busy workload
  • Willingness to undertake a variety of administrative tasks with accuracy
  • Enhanced CRB check
/ Application form
Interview
References
CRB process