Upper Prep & Senior School Receptionist Term Time Only | Thursday & Friday Between 7.45am – 5.45pm (19 hours per week) ***MATERNITY LEAVE COVER*** Fixed-term position Job Description & Person Specification Responsible to: The Head’s PA Line manages: N/A Job Overview This front-of-house role provides a warm and professional first point of contact for all pupils, parents and visitors to the Upper Prep and Senior School reception. The position includes general administrative duties and support for the School Office. It requires a high level of confidentiality and discretion along with strong organisational skills, attention to detail, and the ability to multitask in a busy reception environment. Duties are varied and are detailed below. Registration Duties and Responsibilities: ensure registers are completed and promptly follows up any child absences that have not been accounted for; distribute Absentee List to staff; maintains electronic files of registers monitor attendance and alert Tutor, HoY and Assistant Head Welfare if there is low attendance run weekly reports to ensure all registers are accurately completed Reception duties deal efficiently and promptly with a wide range of in- person, telephone and e-mail enquiries, forwarding messages on as necessary ensure visitors are signed in and escorts /or ensure supervision of any visitors around school as required sort and distribute incoming post and ensure outgoing post is franked and sent daily; take in parcels, sign for them and ensure they are delivered/collected promptly liaise with and work in close co-ordination with the Head’s PA, Admissions, HR and Marketing Teams, Nash House Secretary (Early Years) and Little Stream Administrator (Years 1-4) Pastoral & Welfare Support duties provide help and reassurance to children as needed and provide a welcoming and friendly environment recognise the sensitive nature of some matters and documentation and the need for complete confidentiality distribute various items that are brought in by parents during the day to the relevant children General Administrative duties maintain fire registers (pupils & staff) support the Head’s PA with any administrative tasks as required, including SOCS and calendar entries use the school’s database system to generate lists, labels, etc. as required email the weekly Newsletter to parents and Governors post the weekly menu and other documentation as required to the iNet set up Clarion (text) groups e.g. for school trips and activities print various certificates as required liaise with staff re letters/flyers for trips and events; set up and help trip leader to monitor iNet response form; send follow-up / reminder emails to parents Experience in reception or administrative roles (school setting preferred) Strong organisational and time management skills Excellent written and verbal communication Proficient in Microsoft Office (Excel essential) Experience with Google Suite and school platforms like iSAMS is a plus Friendly, calm, and professional demeanour Able to maintain confidentiality and work independently Happy working alone as well as part of a team Able to develop an excellent rapport with children Honest and trustworthy – maintains strict confidentiality at all times Able to prioritise a busy and varied workload Pro-active approach to work Keys Skills & Knowledge: Personal Competencies & Qualities: Confident in escalating issues or concerns Comfortable working to strict timescales and deadlines Demonstrates a genuine desire to work within a school environment Willing to undertake the training necessary for this role and working in a school environment Commitment to Safeguarding and Welfare The School is committed to safeguarding and promoting the welfare of children and young people and expects all employees and volunteers to share this commitment. At all times you will: Help to safeguard the children’s wellbeing and maintain public trust in the teaching profession. Help to provide a safe environment in which the children can learn. Help to identify children who may need extra support or who are suffering, or are likely to suffer, significant harm. Promptly raise any concerns to the School’s Designated Safeguarding Lead and work with other services as needed. Attend the relevant child safeguarding training and other mandatory induction training as required by the School. Promoting the Health, Safety and Wellbeing of Pupils and Staff At all times you will: Maintain awareness of, and comply with, the School’s H&S policy. Where appropriate, conduct and document risk assessments in their area of responsibility. Probationary Period This role is subject to a probationary period from the start of employment, and may be extended at the School’s discretion. Performance and suitability for continued employment will be reviewed throughout the probationary period.