Reports to: Head of Admin Contract: 1 Year fixed term with opportunity for permanency Start Date: 19 May 2025 General: To be the point of contact for people visiting the International School of London. You will play a key role in ensuring that guests feel welcome to the school and presenting a great first impression for all visitors and staff. Our school prides itself on our welcoming atmosphere and warm sense of community, promoting the ethos and values of ISL. Students, Visitors, Guests: Ensure that all safeguarding procedures and protocols are followed with entry or exiting of guests. Be the first point of contact for all telephone, email and face-to-face enquiries. Responsible for ensuring each visitor signs in/out of the visitor app and is issued with a visitor’s badge, and that no visitor is allowed to enter the school unescorted unless authorised clearance has been granted. Keep a watchful eye on the daily student arrivals and departures ensuring that only students who are authorised to enter or leave the building do so. Strictly follow safeguarding procedures for the dismissal of students at all times of the day, including after clubs when on duty. Escort visitors and/or students to classrooms or on-site events, following safeguarding procedures for visitors at all times - making them feel comfortable and safe in our school. Assist the cover manager in providing cover staff relevant timetables and instructions upon arrival. Deal with any and all complaints with a smile on your face, in a friendly and professional manner. Administration: Daily recording of student registration on iSAMS. Follow up with academic staff on any incomplete registration data. Compile a weekly student absence and lateness report for the Head of Pastoral. Follow up on student absences in line with local authority guidelines. Scanning copies of any relevant safeguarding documentation to the HR department. Ensure that student records are filed in a timely manner and updated as necessary. Monitor the school’s admin mail account and distribute emails to relevant staff as necessary. Distribute and log keys for student and staff lockers. Oversee and manage annual school photo days. Yearly archive of hard copies of student files. Yearly prep of staff welcome packs. Collect donations for special events (Red Nose Day, 5K run, charity days etc) - motivating our community to support other communities. Bulk photocopying and printing for SLT and ISL Group when required. H old and maintain a full inventory of stationery including envelopes, letterheaded paper, etc. and liaise with Marketing for branded stationery reordering. Ensure the lost property box is tidy and empty at the end of the term. Create staff and student ID badges. Report any concerns regarding site security and gate access (external and internal gates) to the Site Manager and the Head of School. Support to Office: Any reasonable management request as required. Assist School Secretary in the completion of office tasks as and when required. Assisting with admin tasks if required by other departments. Communication: Ensure you are up to date with all events on the ISL calendar answering queries on these from the ISL community. Take messages, liaise with, and pass on queries to individual staff members and/or departments. Forward communication from parents to peripatetic music teachers when students are missing instrumental classes. Function as a liaison between parents and/or staff to hand over important documents, money for events/clubs, etc - making the process simple and pleasant for them. Oversee distribution of yearbooks, school photos and locker keys, etc Distribute basic paperwork for parents on request and help with any assistance they may need. Send out communications to the ISL community when required via the School Post platform. First Aid & Health and Safety: Administer First Aid, ensuring students are well cared for. Ensure teachers have logged accidents in Accident Book Accident reports to be scanned and reported to Health & Safety Officer Report incidents to the relevant section head. Communicate with parents regarding any accidents, medical emergencies or ill children who need to be collected early - making them feel safe and secure that their child is in the best care and any situation is in hand. Responsible for printing off and cross checking visitor register in the event of a fire evacuation. Deliveries: Sign for deliveries and store parcels for distribution by the Facilities team. Frank any outgoing post. Sort and distribute mail into relevant SLT trays/staff pigeonholes. Arrange couriers and keep records of goods sent with couriers or by post (DHL, OCS in addition to RM signed/special delivery, etc Communicate with the correct department whenever larger deliveries have been received e.g. food for events, deliveries for kitchen. Transportation and Trips: Assist teachers who have missed the shuttle to DP and rearrange for the minibus to take them. Making them feel cared for, teachers have a rushed and busy day, and you make it easier when bumps arise. Arrange one-off shuttles for staff and visitors (liaising with Facilities and College Secretary). Overseeing and maintaining school trip phones, assigning these when needed. Additional Requirements: Enhanced DBS – this can be arranged and processed by the school. First Aid trained or willingness to train as a First Aider Fire Marshall or willingness to train as a Fire Marshall Required to cover after-school events as and when these occur – these are split among the admin team members · Care & Guidance To be familiar with the School’s Child Protection Policy and to report concerns to the designated Child Protection Officer To ensure all educational practices are in line with school’s health and safety procedures and policies At ISL London, Safeguarding and promoting the welfare of children is everyone’s responsibility. Everyone who comes into contact with children and their families has a role to play. In order to fulfil this responsibility effectively, all practitioners should make sure their approach is child-centred. This means that they should consider, at all times, what is in the best interests of the child. Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. Employees will be expected to comply with any reasonable request from the School Principal or a designate to undertake work of a similar level that is not specified in this job description. This job description may be amended at any time following discussion between the School Principal and member of staff.