Job Description
Key duties and responsibilities:
- Provide an efficient and professional reception service - greeting visitors, staff and pupils and ensure they sign in and out in accordance with school procedures.
- 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.
- 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.
- Relay messages efficiently to key staff throughout the day.
- Update manual and computerised records/management information systems.
Individuals in this role may also undertake some or all of the following:
- Undertake reception duties, act as first point of contact in response to telephone and face-to-face enquiries, sign in visitors.
- Open, sort and distribute incoming mail and post outgoing mail.
- Phone home for sick pupils, liaise with parents / carers / staff.
- 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.
- Ensure collection of dinner registers and letters.
- Arrange orderly and secure check in and storage of supplies.
- Occasionally handle cash and pass this to the finance department for processing.
- 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:
- Ability to communicate effectively with other school staff and teachers, senior leadership team, pupils, parents / carers, suppliers, visitors.
- Literacy and numeracy skills – ability to read and write, put items in alphabetical order, add and subtract figures and to use a calculator.
- 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.
- Ability to work to deadlines, e.g. when studying.
- Ability to interact courteously and confidently with other school staff and teachers, senior leadership team, pupils, parents / carers, suppliers, visitors.
- Confidence and ability to ask questions relating to achieving the task.
- Confident telephone manner and ability to write down accurate messages.
- Good organisational skills gained either through a course of study or within paid or voluntary work.
- Ability to use a filing system, once training has been provided.
- Ability to take accurate notes of meetings – experience could have been gained through school or college lecture notes.
- Ability to retain and use a range of new information.
- Ability to work confidentially, keeping work-related issues and discussions in the workplace.
- Willingness to attend training courses which help you in your current role and develop your potential for other roles.
Knowledge:
- Requires knowledge of a range of administrative support tasks and office and related school procedures and systems.
- Awareness of equalities and diversity issues – respecting the needs and views of other people.
- Understanding of health and safety issues within the workplace, once these have been explained.
- Understand the need for confidentiality at all times.
Future Prospects :
Possibility of employment.
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