School Receptionist

JOB DESCRIPTION

  School Receptionist

Main purpose of the Post: To assist with the efficient operation of the School administration
function within Reception

Responsible to

          Head’s PA

Working Hours
08.15 – 16.15 Monday to Friday
Key Responsibilities
Responsible for the school telephone system ensuring incoming and outgoing calls are
processed efficiently, quickly and courteously, referring calls to appropriate colleagues,
dealing effectively with ‘cold callers’ and passing on urgent messages when necessary.

Operate an effective, friendly, polite and professional Reception desk, processing
enquiries from parents, pupils and the general public. Maintain the tidiness of the
Reception area.

Ensure all visitors are recorded on Inventry and issue the appropriate security badges and
lanyards. Ensure that all visitors without proof of an approved enhanced DBS check are
appropriately supervised by a member of staff before allowing entry to the main school
site.
Be responsible for restricting and allowing access to the main school site, via the internal
security door.
Help to maintain students’ personal, medical and academic records. Create and store
folders for new pupils/students and archive old folders in accordance with GDPR
legislation.

Send communications to parents by post as necessary. Maintain the levels of franking
machine credits and labels.

Request appropriate orders of first aid supplies and stationery to maintain the Reception
area.
Assist in the co-ordination the bookings for school minibuses, function rooms and mobile
telephones.

Responsible for sorting, collating and distribution of external and internal mail.

Co-ordinate bookings of school mobile phones.
Use the school booking system to check and manage meetings, events and the school
minibus.
Responsible for collating and recording lost property items, ensuring that all efforts are
made to return the items to their owner. Ensure that lost property is stored neatly, keeping
the Reception area tidy.

Maintain an inventory of second-hand uniform supplies. Assist with the processes of
running the uniform shop.

Assist the Head’s PA in the administration of medicine (training provided).

To be the initial First Aid contact. Administer first aid where appropriate (training provided).
Perform any other associated duties as reasonably requested by the Director of Business
and Finance or Head’s PA.

JOB DESCRIPTION

Provide cover for other members of the administrative team when reasonably requested.
General Duties
To maintain positive, professional, discreet, diplomatic and confidential communications
with parents, pupils and staff
To organise and maintain computerised and manual systems for the storage and retrieval
of information and documents
To attend all essential training around safeguarding and child safety provided by the
School
Any other reasonable duties as required by the line manager commensurate with the post
Skills
Ability to work on own initiative and to work to tight deadlines
Ability to organise own workloads, information and documentation.
Proven ability to establish good relationships with people
Analytical ability
Ability to deal sensitively and confidentially
Ability to remain calm under pressure
Proficient in Microsoft Office packages. Eg, Outlook, Word and Excel
Personal Qualities
Ability to plan, organise and determine priorities
High level communication skills, both oral & written
Diplomatic, confidential and discreet
Willingness to work effectively within a team and collaborate towards common objectives
Have good awareness and tolerance to the feelings of others
Be committed to Safeguarding students and staff, working under relevant legislation.
Site Staff Code of conduct and conditions
Lateness or absences to reported as soon as possible to your line manager or the bursary
Staff to behave in a courteous and respectful manner to fellow staff and visitors to the
School
Inventry system to be used when arriving to and leaving from work
Staff lanyards to be worn at all times in accordance with the school safeguarding policy
All school emails require an acknowledgment
Telephone calls and verbal conversations to staff and to be held in a respectful tone
Any ill feeling or disagreements with other staff members to be dealt with promptly either
informally or via the school’s grievance procedure – negative atmospheres are not
welcome and should be dealt with before they escalate
Maintain confidentiality regarding school/workplace matters
In instances where you need to leave Reception, ask another colleague to provide cover,
so not to leave the Reception area unattended.
Use of personal mobile phone on Reception is not acceptable
No use of the school’s phone or email system for personal use