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Apprentice Receptionist and Administrator

Reculver C Of E Primary School
Pay: £145.25
Location: Kent Herne Bay United Kingdom
Category: Entry Level
Available from: Sep 2020
Finishes on: Ongoing Position
Type of work: Full Time, Indoor & Outdoor
Job reference: E03511771
2020-07-15 2020-08-17

Job Description

Key duties and responsibilities:




  1. Provide an efficient and professional reception service - greeting visitors, staff and pupils and ensure they sign in and out in accordance with school procedures.

  2. Answer enquiries received in person, by phone or via emails – responding to queries and relaying messages and acting on instructions as needed and referring on where appropriate.

  3. Provide administrative support e.g. photocopying, filing, emailing, completion of routine forms, administration relating to school or pupil admin. This could be directly supporting the school office staff.

  4. Relay messages efficiently to key staff throughout the day.

  5. Update manual and computerised records/management information systems.



Individuals in this role may also undertake some or all of the following:




  1. Undertake reception duties, act as first point of contact in response to telephone and face-to-face enquiries, sign in visitors.

  2. Open, sort and distribute incoming mail and post outgoing mail.

  3. Phone home for sick pupils, liaise with parents / carers / staff.

  4. Assist with arrangements for visits, for example by school nurse, photographer and other meetings as required sending relevant documents to participants and taking accurate meeting notes as required.

  5. Ensure collection of dinner registers and letters.

  6. Arrange orderly and secure check in and storage of supplies.

  7. Occasionally handle cash and pass this to the finance department for processing.

  8. Undertake photocopying and shredding as required.


Personal Qualities :

Some knowledge of administration and office systems desirable but not essential.



Skills Required :

The following outlines the criteria for this post. Applicants who have a disability and who meet the criteria will be shortlisted.  



Applicants should describe in their application how they meet these criteria.



Skills and Abilities:




  1. Ability to communicate effectively with other school staff and teachers, senior leadership team, pupils, parents / carers, suppliers, visitors.

  2. Literacy and numeracy skills – ability to read and write, put items in alphabetical order, add and subtract figures and to use a calculator.

  3. Computer literacy – ability to use a computer and produce a range of accurate documents, using Windows WP package and basic spreadsheet/database and accurately input information, once training has been provided.

  4. Ability to work to deadlines, e.g. when studying.

  5. Ability to interact courteously and confidently with other school staff and teachers, senior leadership team, pupils, parents / carers, suppliers, visitors.

  6. Confidence and ability to ask questions relating to achieving the task.

  7. Confident telephone manner and ability to write down accurate messages.

  8. Good organisational skills gained either through a course of study or within paid or voluntary work.

  9. Ability to use a filing system, once training has been provided.

  10. Ability to take accurate notes of meetings – experience could have been gained through school or college lecture notes.

  11. Ability to retain and use a range of new information.

  12. Ability to work confidentially, keeping work-related issues and discussions in the workplace.

  13. Willingness to attend training courses which help you in your current role and develop your potential for other roles.



Knowledge:




  1. Requires knowledge of a range of administrative support tasks and office and related school procedures and systems.

  2. Awareness of equalities and diversity issues – respecting the needs and views of other people.

  3. Understanding of health and safety issues within the workplace, once these have been explained.

  4. Understand the need for confidentiality at all times.



Future Prospects :

Possibility of employment.


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