Receptionist and Administrative Assistant, Greenwich

Salary: £25,629 – £26,913 a year

Contract length: 3 months

MAIN PURPOSE OF THIS ROLE

To be able to demonstrate clear communication, as first point of call for all staff, students and parents on a busy reception area the candidate is required to deal with parent and student enquiries as well as supporting staff.

To be able to remain calm and professional when dealing with pressurising situations. Filtering through incoming calls and if needs be forwarding to members of staff concerned. Supporting with all other administrative duties for departments if required. Allocating and arranging cover for sickness, trips, meetings etc. Ensuring all policies are met for visitors onsite, issuing visitor passes. A daily use of SIMS, outlook and all Microsoft packages.

SPECIFIC RESPONSIBILITIES

Reception Duties:

  • Supporting at reception greeting visitors face to face, answering phone calls and passing on messages to relevant people
  • Ensuring that there is a warm, welcoming and professional feel to our ‘front of house’ for visitors and during events
  • Monitoring and controlling access onsite, as well as taking charge of securing the reception area by ensuring all visitors are accounted for and successfully record their visit (inventory system)
  • Ensuring visitors to the school are welcomed in a professional, polite and friendly manner and adhere to the school’s security/Safeguarding policy (e.g. visitors’ badges, signing in/out etc.)
  • Following the school’s procedure for signing out students for appointments
  • Tracking calls at reception and following up with staff regarding unresolved matters
  • Keeping the reception area tidy and organised, to reflect a clean and professional environment
  • Printing, copy and scanning
  • Recording absences staff/students and forwarding on details to attendance officer(s)

Administrative Duties:

  • To provide Curriculum admin support to the Deputy Headteacher – Curriculum. This will include: administrative duties, arranging meetings and appointments, creating and amending documentation, running SIMS reports as and when required and drafting letters and memos
  • Answering telephones and directing phone calls to the relevant colleagues across the school
  • Gathering, storing and retrieving documents
  • Tracking Administrative data and ensuring it is up to date
  • Filing, including the handling of confidential and sensitive data
  • Handling incoming and outgoing mail and packages
  • Ensuring that all mail and packages are delivered to the correct people
  • Covering duties at reception such as meeting visitors face to face, answering phone calls and passing on messages to the relevant people
  • Providing administrative and organisational support to the administration team
  • Maintaining a log of external communications, ensuring that stakeholders are responded to in a timely manner
  • Supporting with the administration of events such as Parents’ Evening and Academic Review Day
  • Assisting in providing hospitality for meetings and events when required
  • Supporting the school with sending letters and other communication to parents/carers when and where required
  • Organising appointments by telephone/letter and any other duties required for Academic Planning Day, Parents Evening, Open Evening, Year 6 interviews etc.
  • Attending Team and Staff Meetings as required
  • Arrange cover for staff
  • Sending out detention information and general updates regarding school activity (closing early, after school club reminders) to parents using school comms systems
  • Ensuring all policies and procedures (safeguarding and visitors) are met so that the running of the school is consistent
  • Supporting SLT with creating documents for official use
  • To provide administrative support such as arranging meetings appointments with use outlook calendar, creating and amending documentations, running reports using SIMS as required
  • Updating visitor information booklets, supporting Head of School Administration with any administrative duties
  • Supporting with collection of certificates from reception and recording all collection and taking any messages for exam officer
  • Sending out reminders for staff assigned to break time and lunch time duties
  • Supporting other admin duties in staff absences

COMMON ROLES OF ALL TRUST MEMBERS

Leadership: Vision and Values

  • Lead by example, providing inspiration and motivation, and embody for the students, staff, governors, parents/carers and wider community, the vision, purpose and leadership of the Trust.
  • To ensure equal opportunities for all.
  • To be committed to safeguarding and to promoting the welfare of all young people.
  • To assist in the development of a culture and environment in which young people thrive and to drive innovation.
  • To drive up educational standards, promote life-long learning and continually improve outcomes for all.
  • Lead and contribute to an ethos in the Trust, where well-being and respect are at the heart of the Trust and each student is valued and nurtured to develop personally and educationally.

Leading and Managing Others and Self

  • Take responsibility for the day-to-day management of designated staff.
  • Develop and maintain a culture of high expectations for self and others.
  • Regularly review own practice, set personal targets and take responsibility for own development.
  • Actively engage in the performance review process.
  • Work within the Trust’s Health and Safety Policy to ensure a safe working environment for staff, students and visitors.
  • Maintain high professional standards of attendance, punctuality, appearance, conduct and positive, courteous relations with students, parents/carers, colleagues and visitors.
  • Adhere to Trust policies and procedures.

Additional Requirements:

  • The post holder must demonstrate a flexible approach in the delivery of work. Consequently, the postholder may be required to perform work not specifically identified in the job profile but which is in line with the general level of scope, grade and responsibilities of the post.
  • Carry out the work of the job in a way that is consistent with the culture, ethos, equalities and inclusion policies of the school and the University Schools Trust.
  • The Trust is committed to safeguarding, child protection and promoting the welfare of children and young people and expects all staff and volunteers to share in this commitment, recording and reporting all concerns to the appropriate person and disclosures to the relevant professional.
  • Undertake all duties with due regard to the provisions of health and safety regulations and legislation, Data Protection/GDPR, the Trust’s Equal Opportunities Policy and Use of ICT Policy.
  • Complete any training required to improve performance and take part in the school performance management systems (where relevant).
  • Undertake such other duties as are commensurate with the post and which may reasonably be required by the Trust.

To find out more and apply, please email lucy@campionrecruitment.co.uk