This is a full-time post covering two positions of school administrator and main school receptionist. As front of house, you will be required to welcome visitors into the school, be the first point of contact for phone enquiries and handle general office tasks. Good interpersonal and organisational skills are essential.
The school administrator must maintain total confidentiality and courtesy at all times regarding the school in their dealings with parents, staff, prospective parents, and the public at large. The work will vary from day to day, but routine duties are outlined below. Information pertaining to any aspect of the school must not be disclosed to any parties outside of school.
DUTIES AND RESPONSIBILITIES
School Administrator Specifics
· Dealing with written correspondence
· Managing and responding to parent emails
· Organising diary meetings with parents or visitors
· Maintaining calendar data entry (sports fixtures, class events & important information)
· Answering phone - dealing with current parents passing on prospective parents to registrar
· Arranging appointments for school viewings alongside Head of Admissions
· Updating registers for late children - phoning parents if child not in school
· Co-ordinating school events such as individual photos & flu vaccinations
· Booking coaches for school trips
· Coordinating school advertising for magazines
· Maintaining use of sustainable waste services: waste collections (noise, missed collections) and arranging confidential waste collection.
· Sharing the cover for reception for after school events
· Phoning through orders
· Keeping filing up to date
· Taking minutes from meetings, writing up and distributing
· Manage the school website. Keep school information, social media links, diary dates, term dates, school policies, staff list, news items and school newsletters updated at all times. Liaise with website development team over any issues or discrepancies.
General and Receptionist
· Welcoming visitors and members of the school community into the building
· Handling incoming telephone calls, e-mails etc.
· Opening post and sorting
· Filing as necessary
· Photocopying and distributing letters as required.
· Assisting as requested the registration for prospective pupils
· Keeping the school data base updated
· Contacting parents whenever necessary in relation to any need expressed by the Head or staff on behalf of the pupil
· Keeping the office in a tidy and presentable manner
· Undertaking any customer service training organised through Inspired
· Attending any meetings that are appropriate to the post as required
· Attending any formal or informal events as required by the head teacher
· Understanding and adhering to all necessary rules and regulations pertaining to the school including those relating to Health and Safety
· Undertaking such training as is required to qualify as a registered First Aider and to update this training as necessary
· Assisting when necessary to administer medication to children following the Chepstow House Policy for Administering of Medication in school
· Assisting when necessary to administer First Aid as appropriate (maintain all kits in the building & allergy information). To liaise with finance officer to order first aid supplies.
· Phoning parents to collect child or pass messages on
· Taking on a Fire warden role
· Liaising with the caretaker to ensure rooms are prepared for events and visitors
· Undertaking any further duties as maybe reasonable required by the Head teacher.
SAFE GUARDING and PREVENT DUTY POLICIES
* Have an enhanced DBS and prohibition order clearance
* Be aware of and follow the safeguarding, Prevent Duty, anti-bullying and behaviour and discipline policies of the school.
* Partake in training on safeguarding, prevent duty and personal welfare.
BRITISH VALUES
* Promote the fundamental British values of democracy, the rule of law, individual liberty and mutual respect and tolerance of those with different faiths and beliefs.
REVIEW
* The task and duties may be reviewed at least once a year, usually in the Spring Term, in conjunction with the annual review.
PAY SCALES
· Company pay bracket depending on experience and qualifications
STAFF DRESS CODE
· Smart and professional clothes. No jeans or sports clothing can be worn, except on special occasions or if a sports lesson is being taught.