SCHOOL RECEPTIONIST & ADMINISTRATOR

Purpose of role

The School Receptionist & Administrator is Moorlands School’s first point of contact for pupils, parents, visitors and contractors. It is essential that all these key stakeholders receive an excellent first impression and first class customer service. 

The School Receptionist & Administrator is the lead first aider and supports pupil welfare and attendance. They also provide a broad range of general administrative services, particularly for parent communications, marketing and admissions.

The School Receptionist & Administrator is line-managed by the Deputy Bursar.

MAIN RESPONSIBILITIES

Reception and Pupil Welfare

• Staffing the School Reception
• Welcoming visitors to the School, facilitating their visit and ensuring they comply with school policies for visitors
• Receiving incoming telephone calls and emails, then dealing with queries directly or forwarding them to the relevant individuals
• Managing the School’s incoming post and deliveries
• Acting as lead First Aider (First Aid training will be provided) and maintaining First Aid stations

Administration

• Providing administrative support to the Headteacher and senior staff, working with the Deputy Bursar and the Finance & Administration Assistant
• Checking daily pupil registers, confirming pupil attendance and following up anomalies
• Updating pupil information on the School’s management system (iSAMS)
• Preparing registers for wrap-around care, tea, clubs and other activities
• Updating class lists and medical lists, then distributing the information as necessary
• Creating and publishing weekly menus from information provided by the Catering team 
• Preparing and publishing the termly mini-calendar
• Liaising with outside agencies as required eg school photos, vaccinations, Leeds CC
• Liaising with the MSA (the parents’ association) regarding their activities 
• Filing, photocopying and general administration
• Having due regard to GDPR and confidentiality
• Preparing and distributing event planning forms, risk assessments and other forms

Support for Marketing & Admissions

• Supporting the Headteacher, Head of EYFS and Admissions Manager with prospective and new pupils by adding information to the School’s management system, issuing paperwork and recording information as it is returned
• Updating the School website and the digital signage
• Assisting with event preparation including Open Mornings, nativities, concerts, carol service & Speech Day, such as creating programmes, printing certificates etc.
• Producing and distributing the School’s weekly and end of term newsletters
• Preparing internal and external correspondence, leaflets and posters

Providing any other support or assistance as may be reasonably required from time to time by the Headteacher, Business Manager or any other senior manager in order to facilitate the efficient running of the school.

HEALTH, SAFETY & SAFEGUARDING

All staff are responsible for their own safety and the safety of others in accordance with the Health & Safety at Work Act as revised from time to time.

Moorlands School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment

HOURS OF WORK & WORKING PATTERN

The role is for 40 hours a week during term-time and four INSET days, which take place prior to the start of term (35 weeks in total). Some flexibility will be required in order to cover School events that take place after School and very occasionally at weekends.

Term-time: 9.00am to 5:45pm Monday to Friday, including a 45-minute unpaid lunch break, giving eight hours per day, 40 hours per week paid. Full time or part-time job share would be considered for this role. 

35 weeks in term-time (including four INSET days) + holiday pay = total 75% of full-time, year-round.

School holidays: Hours would not usually be required.

Pay and benefits 

Salary: £26,058 full-time equivalent; actual pay £19,581 per year paid in 12 equal monthly amounts. Other benefits include free lunches and refreshments, free parking and contributory pension scheme. 

THIS ROLE WOULD BE SUITABLE FOR A JOB-SHARE ARRANGEMENT

To request an application form, please contact: susan.leak@moorlands-school.co.uk 

Closing date for applications: Friday 20th September 2024

Interviews to held W/C Monday 23rd September 2024

 

PERSON SPECIFICATION

The School Receptionist and Administrator is a dynamic, passionate and capable individual. They are proactive, resourceful, adaptable and keen to develop skills across pupil welfare and administration, setting the highest quality and customer service standards. They are a team player, an excellent communicator and a good administrator with an eye for detail. 

The School Receptionist and Administrator must be able to communicate a passion for the school, working collaboratively with all stakeholders both internal and external. Commitment to maintaining a high standard and a well organised flow of communication with pupils, staff, parents, prospective parents and visitors is imperative. They must have the necessary administrative and self-management skills to deliver the functions of the role with energy, optimism and attention to detail. 

The School Receptionist & Administrator will need to work flexibly at times to support School events held after school hours and occasionally at weekends.

THIS ROLE WOULD BE SUITABLE FOR A JOB-SHARE ARRANGEMENT

Relevant degree and/or experience - Desirable 

Knowledge and experience of delivering excellent customer service - Desirable 

Previous experience in a school environment - Desirable 

Good collaborative skills; able to quickly establish effective internal and external working relationships - Essential 

Training and qualifications in first aid (or willingness to be trained) - Desirable

Excellent IT skills, including a sound knowledge of Microsoft Office - Essential 

Excellent organisational, interpersonal and team-working skills - Essential 

Well organised, able to approach work methodically, prioritise and meet deadlines - Essential 

Excellent written and verbal communication skills - Essential 

Personal warmth – a genuine desire to offer excellent customer service - Essential 

Knowledge of data protection compliance - Desirable 

Proactive and resilient attitude; works calmly under pressure - Essential 

Enthusiastic and professional attitude - Essential 

Discreet and able to deal with confidential information - Essential 

Able to respond flexibly to the demands of working in a school environment - Essential 

Understanding of, and sympathy with, the aims and ethos of independent education in general and Moorlands School in particular - Essential 

The above post is not a Leeds City Council vacancy and has been advertised on behalf of the relevant organisation. To apply please follow their application instructions.