Closing date: 8:00am 11th June 2025
If you believe you have what it takes and are genuinely excited about the prospect of taking on this critical role, we look forward to hearing from you. Please complete our online Application Form https://form.jotform.com/230384617821355, ensuring that you provide evidence of your impact and how you would meet the requirements within the person specification.
CVs and non-standard application paperwork will not be accepted as part of the application process.
School Administrator & Receptionist – Junior School
8.00am – 4.00pm Monday to Friday, 35 weeks per year, plus training INSET days, prizegiving and Open Evenings
Role Summary
We are seeking an experienced School Administrator & Receptionist to play a vital part in the co-ordination and smooth running of the Junior School office. This is a high-profile role requiring the highest professional standards and outstanding personal qualities. This is an excellent opportunity to join our extraordinary School and be part of an exceptional team. The School Administrator & Receptionist will provide full administration, secretarial and organisational support to ensure the smooth running of the Junior School. The role is responsible for providing first aid and full training will be provided.
We are looking for an experienced, flexible and enthusiastic professional with a positive outlook and a ‘can do’ approach. The successful candidate will have a soundtrack record of providing administrative and secretarial support and a thorough knowledge of office administration systems and procedures.
While experience gained in a School environment is desirable, it is not essential.
Duties and Responsibilities:
• Provide a high standard of administrative and secretarial support to the Junior School in relevant
aspects of their roles, including maintaining pupil files, updating pupil lists and contact folders to
ensure the efficient retrieval of information, and using parent messaging system as required.
• Organise the smooth running of the junior school office, implementing new processes to ensure
efficiency.
• Maintain management confidence with sensitive information and protecting operations by always
keeping all information private and confidential.
• Be aware of, and comply with, the School’s policies and procedures, in particular those relating to
child protection and the safeguarding of children, equal opportunities, health and safety,
confidentiality and data protection. Reporting all concerns to an appropriate person.
• Promote a positive image of the School through their work.
Reception
• Ensure that visitors and callers are greeted in a professional and helpful manner and deal sensitively
with anxious, distressed or impatient callers, whether by telephone or in person. Ensure that the
School’s safeguarding procedures are followed for visitors.
• Handling incoming calls promptly and politely, including efficient taking and forwarding of messages
for staff who are unavailable to receive calls, and making outgoing calls for staff who do not have
access to open lines.
• Oversee the completion of the registers, being the point of contact for any queries, monitoring
attendance and submitting the daily figures online. Manage the pupil absence list on a daily basis and
reconcile this with the Junior School registers, ensuring that all pupil attendance is accurate, and any
absences are followed up appropriately and swiftly as per the School’s procedures.
• Relaying information to SLT if unable to locate any student due to safeguarding issues.
• Ensuring registers are available for fire alarm/lock down process.
• Fire Marshall.
School Organisation
• Deal with enquiries from pupils, parents and staff, over the telephone, via e-mail and in person.
• Produce Junior School calendar.
School Administrator & Receptionist [Junior]
May 2025
• Produce Junior School weekly bulletin including, clubs activities, School meetings and events
ensuring that parents are kept informed.
• Ensure a high standard of accuracy and detail ensuring that work is proof-read and conforms to school standards.
• Working closely with the Headteacher’s PA and Senior School Secretary and the Admissions and
Outreach Co-Ordinator to ensure seamless organisation of the School.
• Responsible for checking all emails, ensuring information is forwarded to appropriate staff as
necessary.
• Maintain manual and computerised filing systems; retrieve information from minutes, reports etc.
• Bringing to the attention of staff various letters and documentation which need amendment and send out.
• Maintaining stocks of all stationery.
• General secretarial support to all teaching staff.
First Aid
• Maintaining First Aid at Work & Paediatric First Aid qualification.
• Administering first aid to students and staff as required, maintaining a first aid log.
• Completing accident reports as required.
• Liaising with parents on any medical issues, ensuring medical notes are up to date on the SIMS student database.
• Ensuring that an adequate stock of first aid consumables is always available and order as required.
• Keep first aid kits stocked and ready and issue as necessary to those going on trips/off site activities.
• Provide lists of students with IHCPs for trips/off site activities.
• Ensuring that all students’ medication in School is kept securely in a clearly labelled box and that
medication is up to date.
• Keeping an individual administration log for those students who regularly take medication in School.
• Assist with the review of the Medical Conditions in School policy as required.
• Ensure that the Medical Room is kept tidy and fit for purpose and the reception door is locked when
not manned to prevent access to medications.
• Maintenance of medical information on the student database, preparing Individual Health Care Plans.
Other
• Be a professional role model and understand and promote the aims and values of the School.
• Participate in weekly admin meeting and provide relevant updates.
• Assisting with the organisation and return of lost property.
• Signing for and checking deliveries and ensuring that they are distributed accordingly.
It is vital to the ethos of the Support Team that the post holder is flexible in taking on additional tasks, willing to offer help to, and cover for, other members of the Team, and treats co-operation and support for colleagues as a top priority.
Professional development
Participate in the School’s appraisal procedures and training and development in order to improve own
practice.
Communication
Being aware of confidential issues linked to home/pupil/School work and to keep confidences as
appropriate, communicate effectively with the whole School community.
Working with colleagues and other relevant professionals
Being aware and adhering to School policies and procedures, collaborate and work with colleagues and
other relevant professionals within and beyond the School, develop effective professional relationships
with colleagues.
School Administrator & Receptionist [Junior]
May 2025
Work constructively as part of a team, understanding School roles and responsibilities and your own
position within these. Understanding of the School framework calendar and how that affects workloads.
Personal and professional conduct
Maintain high standards of ethics and behaviour, within and outside School, demonstrating positive
attitudes, values and behaviours to develop and sustain effective relationships with the School
community, have proper and professional regard for the ethos, policies and practices of the School, and
maintain high standards of attendance and punctuality.
Be aware of and comply with policies and procedures relating to child protection, health, safety and
security, confidentiality and data protection, reporting all concerns to an appropriate person.
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 post holder will carry out. The post holder may be required to do
other duties appropriate to the level of the role, as directed by the Bursar.
There may be a requirement to work a few evenings during term time to support School events. The
successful candidate will be expected to be flexible and work additional time as required to deal with
particularly busy periods of work.
Benefits
Salary. Competitive, depending on experience.
Holiday. The holiday entitlement is 5 weeks per year plus bank holidays on a pro rata basis. It is expected that leave will normally be taken in School holidays.
Pension. Support staff pension scheme
Cycle to work scheme following successful completion of probation
Employee Assistance Programme cover for you and your immediate family members*, 24 hours a day, 7 days a week, 365 days a year
School Fees discount following successful completion of probation.
