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The Receptionist & School Administrator is a key member of the School's administrative team, providing a professional, efficient and welcoming front-of-house service while supporting the day-to-day operation of School. As the first point of contact for pupils, parents, visitors and external agencies, the postholder will ensure an exceptional reception service while providing high-quality administrative support across attendance, admissions, first aid, school information systems, school communications and general school operations. The role requires an organised, proactive and personable individual who enjoys working in a fast-paced environment, can manage multiple priorities and is committed to supporting the smooth running of the School. Main Duties and Responsibilities Reception & Front of House - Be the first point of contact for visitors, parents, pupils, contractors and external agencies.
- Provide a warm, professional and welcoming reception service.
- Answer and direct telephone calls, emails and general enquiries.
- Manage visitor sign-in procedures, ensuring safeguarding procedures are followed at all times.
- Receive, distribute and organise incoming post and deliveries.
- Maintain a tidy, welcoming and professional reception area.
- Prepare meeting rooms and refreshments when required.
School Administration - Provide high-quality administrative support to the Headteacher, Executive Assistant and Senior Leadership Team.
- Manage and prepare the daily bulletin
- Draft correspondence, letters, newsletters and school communications.
- Take minutes during meetings where required.
- Maintain confidential records in accordance with GDPR.
- Support school projects and ensure administrative deadlines are met.
- Assist with recruitment administration and safer recruitment processes.
- Support management of office and first aid supplies.
- Support the organisation of school events, parents' evenings, open mornings, educational visits and whole-school activities.
- Coordinate NHS vaccination programmes and maintain associated records.
- Liaise professionally with pupils, parents, Local Authorities and external agencies.
- Provide cover and support colleagues during busy periods.
- Produce a b-weekly newsletter
Management Information Systems (Arbor) - Maintain accurate pupil, staff and attendance records using Arbor.
- Support the administration of OpenApply where required.
- Set up new pupils and staff on Arbor.
- Assist with the annual Arbor rollover and preparation for the new academic year.
- Produce reports and data for senior leaders.
- Ensure school information is accurate, secure and GDPR compliant.
Admissions Administration Working closely with the Executive Assistant and Headteacher: - Support pupil admissions from enquiry through to enrolment.
- Maintain accurate admissions records within Arbor and OpenApply.
- Support preparation of admissions correspondence and joining documentation.
- Liaise with previous schools, Local Authorities and external professionals to obtain records.
- Assist with onboarding new pupils and maintaining admissions documentation.
Attendance - Lead the school's daily attendance and punctuality procedures.
- Ensure class registers are completed accurately and on time.
- Follow up missing registers with teaching staff.
- Contact parents regarding unexplained absences.
- Produce attendance reports and identify trends.
- Support attendance meetings and maintain accurate attendance records.
First Aid - Coordinate the day-to-day administration of first aid across the School.
- Administer first aid where appropriately trained.
- Maintain accurate accident, incident and treatment records.
- Monitor accident trends and report concerns to the Senior Leadership Team.
- Ensure first aid supplies, grab bags and emergency medication remain fully stocked and compliant.
- Coordinate the safe administration and storage of medication in accordance with school policy.
Academic Administration - Support the school's reporting process.
- Assist with maintaining academic calendars and key school dates.
- Support teaching staff with pupil information and reporting.
- Assist with examination administration and the uploading of examination results to Arbor where required.
- Support parent consultation meetings
General Responsibilities - Attend staff meetings, training and INSET days as required.
- Maintain confidentiality and comply with GDPR requirements.
- Promote and safeguard the welfare of children and young people.
- Work flexibly to support the operational needs of the school.
- Undertake any other reasonable duties appropriate to the level of the role.
Person Specification Essential - Experience in a receptionist, administration, PA or school administration role.
- Excellent organisational and time management skills.
- Outstanding written and verbal communication skills.
- Warm, professional and approachable manner.
- Excellent attention to detail.
- Strong IT skills.
- Experience using Google Workspace within a professional environment.
- Ability to learn and confidently use Arbor and other school systems.
- Ability to prioritise competing demands.
- Ability to maintain confidentiality at all times.
- Current First Aid at Work qualification (or willingness to undertake training).
Desirable - Experience using Arbor or another School Management Information System (MIS).
- Experience using OpenApply or a similar admissions platform.
- Experience of admissions administration and pupil onboarding.
Personal Qualities The successful candidate will demonstrate: - Exceptional organisational skills.
- A calm and professional approach under pressure.
- Initiative and excellent problem-solving ability.
- Flexibility and adaptability.
- Strong interpersonal and customer service skills.
- A collaborative and positive attitude.
- Commitment to safeguarding and promoting the welfare of children.
- Pride in delivering an outstanding service to pupils, parents and colleagues.
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