To Act As the First Point of Contact for Pace at Its Wendover Road Site: Welcoming Visitors

Job Description / Receptionist cover
Job title / Receptionist at Wendover Road
Reports to / Director of Finance
Overview of Role / The Receptionist is the first point of call for visitors to the Wendover Road site. As the ‘face’ of the school the receptionist should be welcoming, personable, helpful and able to represent Pace 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 assist with various administrative tasks, requiring a good level of IT skills.
Key Responsibilities:
Reception and General Administration

To act as the first point of contact for Pace at its Wendover Road site: welcoming visitors and responding to telephone and email enquiries and ensuring that appropriate actions are taken in a timely manner. Providing tea and coffee as necessary for visitors
Ensuring the safety and security of the site at all times, making sure that the front door is locked and entry to the premises controlled
Ensuring that all visitors sign in and out and take a visitor badge where necessary and are advised of the fire evacuation regulations
To update and maintain the Fire Register
To scan copies of fire register and maintain on Pace sharepoint so that can be referred back to for up to three years
To answer telephone, transfer calls as appropriate and accurately record messages
To deal appropriately with confidential information
To act as the initial contact for all internal and external enquiries about Pace and its operations and refer enquiries to the appropriate recipient
To ensure that the Reception and visitor areas are maintained in a tidy condition
To keep the stationery cupboard in a tidy state
To open and distribute post on a daily basis
To frank the post and ensure that it is taken to the post office each day before the deadline at the post office
To maintain system for circulation of post to other Pace locations
To type correspondence as needed in accordance with Pace branding
To replace the toners and paper supplies for the photocopier and request maintenance visits as required
Assisting with various administrative tasks and duties, utilising word, excel, outlook email and other bespoke software
To undertake general office duties, as required
Make up staff ID badges
Set up training room for Visitors Days and training including refreshments
To maintain a hard copy of all Pace polices

Ordering and Supplies

To maintain levels of cleaning/washroom materials and stationery and order supplies as necessary
To accept deliveries and ensure that the appropriate staff members are advised of receipt of orders
To check suppliers invoices against purchase orders and forward payment to the finance department

School administration

Keep registers for classes
Ad hoc typing printing and laminating for groups
Collating and preparing documents for Annual reviews and send to parents
After annual review meeting, type up record of meeting from handwritten notes and send to Local Authorities by secure e mail and to other attendees including parents and ensure correspondence is appropriately filed
Print and produce home/school correspondence books for all classes
Proof read documents for staff as and when required
Format documents for staff as and when required
Typing confidential letters /reports for Chief Executive, Directors and Join Heads of School as required

General
In this role the post holder will be required to:

Further the Equality and Diversity policy at all times consistent with Pace policies and legislation.
Adhere to Pace’s Safeguarding Policy and Procedures.
Ensure that the care of equipment, as well as the safety and hygiene of the working environment is always maintained to a high standard.
Adhere to Pace’s Health and Safety policies and Procedures.
Act in such a way as to ensure both your own safety and that of fellow users of Wendover Road.
Promote the good name of Pace generally and apprise others of its philosophy, practice and fundraising objectives.
Undertake such other duties as may reasonably be expected.

The post holder will have access to confidential information, which may only be disclosed to parties entitled to receive it. Unauthorised disclosure is a disciplinary offence in accordance with Pace’s Confidentiality policy.
Pace is a regulated organisation and as such all post holders must have enhanced DBS.
This job description is not an exhaustive list of duties and the post holder will be required to undertake any other reasonable duties as discussed and directed by the Line Manager.
March 2018