Job Overview
We are seeking a friendly and professional individual to join our busy School Office.
Hazelwood School
Hazelwood is a vibrant, independent Prep School.
It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children.
Hazelwood is committed to safeguarding children, and the successful candidate will be required to obtain an enhanced DBS Certificate through Hazelwood before starting.
Hazelwood School upholds British values.
Job Description
This is a part-time receptionist/administrator role (25 hours, term time plus inset days).
The position involves working 5 days a week, Monday to Friday, from 10 am to 3 pm during term time.
Role Purpose
Based in the busy school office, the role is the first point of contact for parents, either by phone or in person.
The main responsibilities include providing courteous and efficient administrative support, managing the School Office, sharing information, and delivering a friendly, confidential service to all sections of the school.
The team often collaborates to cover various duties, especially during busy times or when visitors and deliveries arrive.
Main Responsibilities
Attendance, Registration, and Pupil Absence Monitoring
* Cover for the Office Administrator regarding pupil attendance and registration during absences.
Office Administration
* Coordinate with the Finance Office to monitor trip consents and follow up on payments.
* Keep contact files (paper and digital) current and relevant.
* Manage incoming and outgoing mail, including exam papers and franking machine administration.
* Support the Office Administrator with all aspects of school office administration.
Update MSP and WCBS with pupil, parent, and medical data.
Site Administration
* Distribute security fobs as needed.
* Assist with staff fire evacuation and first aider lists, ensuring all staff are accounted for during drills.
* Work with the Estates Team to keep the parcel room organized and deliveries promptly distributed.
Extended Provision
* Assist with managing attendance lists for breakfast club, sports, after-school clubs, and other activities.
* Provide administrative support across departments as required.
First Aid Administration and Support
* Cover for the School Nurse during busy times, including administering first aid.
* Record first aid incidents on WCBS.
Responsibilities of the Receptionist/Administrator
* Welcome and sign in visitors, escorting them to their destination.
* Handle pupil concerns and respond to emails promptly.
* Manage telephone communications courteously and efficiently.
* Assist with school event administration.
* Respond to ad hoc staff requests.
* Participate in safe evacuation procedures.
* Maintain organized filing systems, both physical and electronic.
* Perform general photocopying, filing, shredding, and office duties as needed.
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