Responsible to: Office Manager Holidays: 5.6 weeks plus public holidays Full-time (hours negotiable, part-time working may be available) – please note this role is entirely School-based and core hours will apply. Job purpose To provide secretarial and reception services within a School office. Main Duties: To be responsible for delivering professional and comprehensive reception services and ensure the smooth functioning of the School Reception. To represent the School in a professional and comprehensive manner to all external callers, parents, pupils and staff by offering helpful, friendly and approachable service even at busy periods. Receiving and welcoming visitors to the school, ensuring appropriate signing in procedures are followed for Staff, Pupils and visitors. To answer incoming calls as quickly as possible and to assist with enquiries where possible. To refer callers to the most appropriate member of staff where it is not possible to help them directly. To ensure that repeated calls, which have not been responded to, are escalated to the appropriate member of staff. Placing School orders for Staff and office stationery, ensuring orders are placed with the most competitive suppliers. Distributing goods when received. In the absence of the Office Manager, processing Admissions paperwork and arranging visits for potential parents and pupils, ensuring appropriate staff are informed of these visits. Using and maintaining to its full potential, the School iSAMS database system, for applicants, current pupils, former pupils and staff. Daily absentee monitoring and recording. Maintaining the iSAMS database ensuring that all updates and changes are recorded accurately and on time. Producing reports from the database as required. Sorting mail for all staff ensuring that the Principal's mail is given to him as soon as possible and staff mail is distributed daily with efficiency. In the absence of the Office Manager, to monitor and respond to email communications to the administration email address and pass on enquiries to the most appropriate member of staff. To be aware of and comply with policies and procedures relating to Safeguarding & Child Protection, Health & Safety, Security and GDPR, and to ensure that concerns are reported to the appropriate person. Deal effectively and punctually with internal and external relationships as listed below e.g.: Updating School social media channels as required. Ensuring the smooth distribution of internal examination papers. Liaison with Chief Invigilator of SQA examinations regarding safe storage and carrier pick-up each day for the duration of the exams. Arranging, administration and distribution of school photographs, collating orders and ensuring that all orders are processed and dispatched to the appropriate pupils. Collating all ticket sales and monies for School events. Co-ordination of booked and casual use of After School Club ensuring that all appropriate staff and pupils are aware of who has attended; attendance information to be collated and forwarded to Finance. Dealing with children who are unwell, making sure they are comfortable and supervised until parent/guardian has arrived to collect them. Pass initial enquiry for admissions to the Office Manager, record details on a Prospectus request form; update new applicant details on database. Arranging Staff and Volunteer PVGs. Report photocopier faults to supplier and liaise with copier technicians when they attend on site. Ensure copiers are well stocked with paper and the Copier Room is kept tidy. Arrange uplift of used toner cartridges. Frank and post mail. Book Prizegiving & Rehearsal dates with off-site venue and undertake all delegated tasks associated with this event as directed by the Senior Vice-Principal. Ensure paper copies of documents & forms are copied when stocks are low. Other tasks as delegated by the Office Manager Person Specification Previous Secretarial experience working in a School office advantageous but not essential. Positive, enthusiastic with ‘can do’ flexible approach and keen to work as part of a busy School. Able to see bigger picture and do as much as possible to help others do their job. Confident user of Word, Excel essential and knowledge of Office 365 advantageous. Able to demonstrate excellent interpersonal and communication skills and a willingness to foster positive relationships within and out with School. Calm and empathetic, good listener.