Overview
Job Title: School Receptionist / Administrator
Reporting to: PA to Bursar with dotted line to HR Manager
Key Tasks and Responsibilities
* Reception: welcome all visitors to the College, identify the appropriate host, announce arrivals, and issue visitor passes to minimise unauthorised access to the site; answer incoming telephone calls and route or respond to/general queries; access and deal with voicemail messages (passing on messages or resolving at first point of contact); maintain a professional, safe, tidy and presentable Reception area to uphold the College’s reputation.
* Administration: assist the HR team with compliance checks for all sites, including Childcare Disqualification forms and completing mandatory online checks for each candidate (KCSIE 2025); ensure forms are returned in a timely manner and escalate non-compliance issues to the HR Manager; support the HR team with general administrative duties.
* Oversee new staff IDs with HR and Security; keep the VLE staff database up to date; update Phone Link with new staff/leavers as advised by HR.
* Record daily pupil sickness absence, lateness and unauthorised absences; maintain relevant registers in accordance with the Registration policy; follow up absences to determine reasons, update daily absence lists on the VLE, advise the Housemistress/Housemaster (HMM) and Senior Deputy Head, and update iSAMS.
* Update the "permission to drink alcohol" and "permission to bring a car to school" lists on the VLE; print lists and provide copies to the Common Room as necessary.
* Process "leave of absence" forms, email students and HMMs, and update iSAMS, spreadsheets and filing forms.
* Monitor co-curricular attendance and send daily attendance reports to HMMs.
* Organise student birthday cards for all sites and arrange distribution.
Skills and Experience
* Essential: Previous experience of working in a school or similar role/environment; previous experience operating a telephone switchboard; ability to communicate warmly with staff, pupils, parents and visitors and be an ambassador for the College; ability to meet deadlines and prioritise workload; ability to multi-task during busy periods; excellent verbal and written communication skills; good working knowledge of Microsoft Office.
* Desirable: Ability to operate in-house systems (training will be provided).
Hours
This is a term-time-only position (33 weeks). Hours: Monday – Friday from 07:45 to 13:15, and every alternate Saturday from 08:00 to 13:00. During the school summer holiday period, the post-holder will work one day in the first and last week of the holidays (08:00–13:00). There is also a requirement to work Open Days, Founder’s Day and days pupils arrive for the start of the new academic year at the Advent Term (weekends).
Application Procedure
Applications should be made using the application form. Include a full curriculum vitae and the names, addresses and telephone numbers of a minimum of two referees, one of whom should be the candidate's current or most recent employer. Applications will be reviewed on receipt and candidates may be invited to interview before the closing date. Early application is advised.
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