LINE MANAGEMENT: Directly Responsible to the Office Manager

KINGS NORTON GIRLS’ SCHOOL AND SIXTH FORM

JOB DESCRIPTION RECEPTIONIST

LINE MANAGEMENT: Directly responsible to the Office Manager

Purpose  To act as first contact in reception to all visitors and callers via the switchboard  Work effectively as part of the office team to ensure daily office procedures run smoothly.  Provide help to colleagues where necessary and appropriate to ensure efficient meeting of deadlines.

DUTIES AND RESPONSIBILITIES:

Reception In a timely manner and maintaining a calm and professional approach ensure the smooth running of the school’s reception at all times to:-  Ensure all visitors are checked in line with the school’s safeguarding procedures, their information is recorded and passed to the PA to populate the Single Central Record where appropriate.  Maintain the accuracy of signing in and out books, ensuring knowledge of staff and student movements in and out of school which includes vigilance of 6th form students entering and exiting the premises.  Distribution and collection of security passes.  Greet visitors, offering them refreshments as appropriate and direct them to the right person.  Screen phone calls, answer and deal with basic queries from parents/carers and all stakeholders. Ensure details of queries/messages are fully logged and passed on in a timely manner in order to effectively escalate queries appropriately and in line with the school’s communication procedure.  Keep the reception and foyer areas tidy. Deal with deliveries to school ensuring they are distributed to appropriate members of staff.  Open, sort, date stamp and distribute incoming mail on a daily basis and frank and record outgoing mail. Maintain the franking machine ensuring funds are available.  Check school emails on a daily basis and distribute information as appropriate.  Work in line with the medication in school and first aid prcedures, receiving medication and passing to the school administrator to log. Administration of prescribed drugs in line with the school’s Medical Needs Policy.  Support the management of phone calls, communication with parents/carers and additional administrative tasks as part of the office team. In particular support the attendance officer in making phone calls home also, chasing information required from parents/carers to ensure data quality.

1  Facilitate communication with staff using the in-house walkie-talkie system. Ensure walkie-talkies are charge and in working order and ready for use.  Carry out first aid tasks when required as part of a rota (requirement to be a trained first aider, training will be provided).  Manage the receipt, holding and distribution of lost property.

General  Office administrative tasks including filing, production of documents, mailmerge, SIMS reports, production of letters or other similar tasks. Accurate input of information and updates to SIMS as appropriate.  Produce and upload form notices.  Book meeting rooms  Administrative support as directed by the office manager.  Assist with reprographics, including the collation of documents.  To undertake such other duties as may be required from time to time to support the smooth running of the office as directed by the Office Manager.  To participate in the school’s arrangements for appraisal and continued professional development.  To participate in whole staff INSET training days.

Note: Support staff working closely with teachers will inevitably be privy to much that is confidential and this confidentiality must be adhered to.

This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once every two years and it may be subject to modification or amendment at any time after consultation with the holder of the post.

Some flexibility over working hours will be required from time to time to assist with school events such as open evenings. Any additional over time will be paid at an hourly rate.

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