We are seeking an Office Assistant/Receptionist who has superb customer-facing skills and is warm and nurturing with our wonderful children. You will be calm and manage a busy environment with a smile on your face and will need to be ok with a dog in the office as our school dog Wolfie often needs a cuddle!
In return, you could be part of a friendly, happy environment where the children put a smile on your face every day. The office team consists of a School Business Manager, a Finance Manager, a PA to SLT, and an Office Manager. This is a wonderful, supportive team, and they work well together – you would be expected to contribute to this team and enjoy working collaboratively.
You might already be working in an office environment in a school, a different customer-facing environment, or new to the role. What matters is the mindset. We are a team that focuses on learning, and you will be supported to develop in your role. You will be the main first-aider for the children, so a calm, supportive manner is essential.
Main purpose
The administrative assistant/officer is responsible for supporting with the administrative, financial, and organisational processes within the school. They will also act as the initial point of contact for parents, visitors, and other stakeholders, so will be an ambassador for the school and embody the value, vision, and ethos of the school in all interactions. The role is the main first-aider for the children.
Duties and responsibilities
1. General administration
* Update manual and computerised record/information systems
* Update and maintain the school calendar
* Manage and organise completed forms from parents
* Report any issues with the school’s IT systems
* Organise and distribute incoming and outgoing post
* Provide administrative support to staff as needed
* Carry out filing, printing, and photocopying
* Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary
* Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required
* Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times
* Manage extra-curricular clubs and associated waiting lists
1. Attendance administration
* Monitor and maintain an accurate record of pupil attendance, sharing information with the office manager
* Monitor the late arrival of pupils and contact parents/carers to identify reasons for non-attendance, ensuring all safeguarding procedures are followed
1. Reception
* Act as the first point of contact for parents and visitors arriving at the school
* Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner
* Seek support from other colleagues where necessary to respond to complex enquiries
* Respond to messages promptly and accurately, passing on information to relevant staff members as necessary
* Assist staff and pupils with the information and support they need
1. Security
* Control access to the school in line with the school’s safeguarding procedures, including signing in visitors, checking identification as necessary, issuing passes and notifying them of safeguarding and safety procedures
* Be alert to unknown individuals on the school premises and report any concerns in line with the school’s procedures
1. Written communication
* Write and send email responses that are professional and uphold the school’s vision and values
* Update and distribute online and offline communications (e.g. letters, newsletters, social media posts, etc.) to parents, staff, and other stakeholders
* Assist with marketing and promoting the school
1. Other areas of responsibility
* Read and follow the relevant school policies
* Undertake training required to develop in the role
* Ensure all duties and responsibilities are undertaken in line with the school’s health and safety policy
* Contribute to the safety of children and young people and protect them from harm
* Act as the main first-aider
Please note that this is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks that the Office Assistant will carry out. The post holder may be required to do other duties appropriate to the level of the role, as directed by the Headteacher or the School Business Manager.
Job Types: Part-time, Permanent
Pay: £23,338.00-£23,921.00 per year
Expected hours: 36.25 per week
Benefits:
* Cycle to work scheme
* Employee discount
* On-site parking
* Sick pay
Schedule:
* Monday to Friday
Work Location: In person
Application deadline: 21/02/2025
Reference ID: Office Asst/Receptionist
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