Front Office Administrator
Immediate start following completion of pre‑employment checks.
Location: Edgbaston, Birmingham.
Actual Salary: £22,969 per annum (based on 41 weeks plus 6.6 weeks paid holiday).
Hours: 8 am – 4 pm, Monday to Friday (37.5 hrs per week). This is a term‑time position plus 6 weeks.
We are looking to appoint an Administrator with strong customer service skills and a welcoming and professional manner to join the Front Office team at Hallfield School.
The successful candidate should have experience working as a receptionist and administrator, dealing with members of the public.
Experience of working in a school would be advantageous; however, relevant experience working in a similar setting where confidentiality, professionalism and warmth are required would be equally suitable.
As the first point of contact for parents, pupils and visitors, exceptional communication and an approachable and helpful manner are required, as is an understanding of the importance of discretion and confidentiality.
In this busy and varied role you will need to demonstrate flexibility and a calm manner as you respond to enquiries via telephone, email and face‑to‑face, welcoming all visitors and assisting pupils and colleagues.
Key Responsibilities
* Welcome visitors and respond to telephone and email enquiries in a professional, helpful and positive manner.
* Welcome and assist pupils coming into the Front Office and escort late pupils to locations as required.
* Communicate with parents regarding all aspects of school life, receiving and passing on information between parents and teachers.
* Check and maintain daily class registers on the management information system and call parents to ascertain reasons for pupils’ absence.
* Provide administrative support to the Senior Leadership Team, in particular the Deputy Head, including arranging meetings and diary management and support for after‑care, holiday club and after‑school clubs.
* Monitor the school email account, responding to enquiries or forwarding messages to the correct recipient as required.
* Assist with preparations for and participation in school events including Open Days and Speech Day.
* Maintain and update school information, records and management information systems.
* Receive deliveries and manage all incoming and outgoing mail.
* Assist with the production of school communications including parent mail, school notices and posters.
Qualifications and Skills
The key skills, experience and qualities required to be a Front Office Administrator are:
* Confident, experienced Administrator with general reception and administration experience gained within a customer‑focussed environment, ideally within a similar setting.
* Effective verbal and written communication skills.
* Ability to establish and maintain good professional relationships with pupils, parents and colleagues.
* Excellent organisational and prioritising skills.
* Good literacy and numeracy skills.
* Competent in Microsoft Office, including Outlook, Word and Excel.
* Strong team player with a flexible and supportive approach and solution‑focused attitude.
* Ability to work independently as required, showing initiative but also knowing when to escalat e issues.
* Ability to work in a calm and efficient manner even under pressure.
* Demonstrates a polite, professional, approachable and positive manner.
* Understanding of confidentiality and data protection.
* Familiarity with a school management information system (MIS) would be advantageous.
* Current paediatric First Aid Certificate or willingness to undertake.
What the School Will Offer
* Salary sacrifice group pension scheme.
* Death in service benefit (4 × annual salary).
* Free parking.
* 50 % staff fee discount for staff children attending the school.
* Salary sacrifice Cycle to Work, Home & Tech, and Gym schemes available.
* Long service recognition.
* Employee Assistance Programme (EAP) and other wellbeing initiatives including counselling services and on‑site Mental Health Champions.
* Professional development opportunities with supportive CPD policy.
* Free lunch options for staff during term time.
School Overview
The Hallfield School is a flourishing co‑educational independent day school in the leafy outskirts of Edgbaston. Founded in 1879, it offers a stimulating and challenging curriculum for youngsters to enable them to grow, develop and learn in a happy, secure and purposeful environment. We welcome children from three months to thirteen years old to a top‑class education within our stunning 22‑acre site where success is showcased in the classroom, on the sports fields and in the school hall every single day.
Applying
If you feel you have the required skills and experience to join Hallfield School as the Front Office Administrator, please click the apply now button to find out more.
Closing Date: Tuesday 7th April 2026 (10 am). We reserve the right to close the position early if we receive a high level of applications.
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