THE KING’S SCHOOL
‘Specialising in Mathematics and Computing’
JOB DESCRIPTION
1.
POST TITLE:
Receptionist/Administration Assistant DEPARTMENT: Admin
GRADE : G4-G5
CONTRACT: 37 hrs–Term Time + 5 Days
POST LOCATION: The King’s School
2.
REPORTING TO:
Line Manager: Management Services Team Leader
3.
OVERALL PURPOSE OF POST:
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4.
To maintain an efficient and welcoming reception.
To promote a friendly, positive image of the school at all times.
To assist support staff and teaching staff with general administration tasks eg. Arranging
meetings with parents/carers, visitors etc. where necessary.
Provide general support within admin areas to ensure good working practices. eg. Year
Achievement Leaders/ Careers Information & Guidance/Student data/Basic First Aid)
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIREMENTS FOR THE POST:
Essential
Qualifications/
Training
GCSE (Grade A-C) or equivalent in
English and Mathematics.
Desirable
Admin Qualification;
ICT Qualification;
First Aid Qualification.
Skills/ Knowledge
Accredited keyboard and ICT skills in word processing, databases and spreadsheets. Where recent
up to date accreditation of these skills is not in place the candidate must demonstrate an
appropriate level of skill in these areas based on experience and undertake further training as
required.
Excellent communications skills;
Child protection;
Appreciation of the need to maintain
Data Protection;
confidentiality;
Freedom of Information;
Forward thinking and innovative approach
Health and Safety;
to work;
Work constructively as part of a team
To be able to prioritise and work on own initiative;
Ability to establish good working relationships
with colleagues;
To demonstrate a flexible attitude to team
working;
To be efficient and well organised, able to
meet deadlines;
To have the ability to remain calm under pressure;
To have the ability to operate effectively
within different groups and with people at all levels;
To be willing to develop their own skills;
To be able to accurately interpret information
and grasp points quickly.
Experience
Relevant experience in reception duties/
general administration duties;
Experience of working with data
Work in school and/or
knowledge of school
systems.
5. RESPONSIBILITIES AND ACCOUNTABILITIES
(What the job is expected to achieve)
Reception Team Duties:
 To be responsible for the telephone systems within the school.
 To take accurate messages and pass on all information promptly to staff (distribution via
voicemail, pigeon-hole or email systems – or personally if urgent).
 To welcome visitors on site and follow signing in procedures.
 Daily checking and forwarding/actioning of all e-mails sent to main Admin address within
school, ensuring promptly sent to relevant members of staff on receipt.
 Ensuring telephone system is updated where necessary (date, time, change of extension
numbers/users etc.).
 Updating and distribution of Internal Telephone List when required.
 Maintain stationery stocks in the Reception area.
Administration Support
 To provide school with accurately typed documents, meeting deadlines when required,
using school format and distributing letters accordingly.
 To assist teaching staff with SIMS information requests, i.e. student personal information,
timetable enquiries, Form Groups etc.
 Work with appropriate documents to maintain the school’s corporate identity .
 Maintaining efficient filing systems, including electronic.
General Administration
 To deal with school mail and parcels and distribute to appropriate areas.
 To deal with outgoing post, including franking mail with appropriate postage and taking
same to Post Office.
 To support and provide administration to a range of school teams, including Careers
Information & Guidance/Student data/Basic First Aid.
Any other duties commensurate with the grade of this post as directed by the Co-Headteachers.
6.
PERSONAL CONTACTS
Internal:
All staff and students.
External:
All visitors (Parents/Carers, External agencies, Business, General public,
Suppliers).
7.
RESPONSIBILITES FOR RESOURCES
People:
None
Budgets: None
Physical Resources: None
8.
CHARACTERISTICS OF THE POST:
Employees are encouraged to participate in training activities in order to enhance their
own personal development.
All employees of the school have a responsibility for promoting and safeguarding
the welfare of children and young people.
Employment checks required of this post:
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Evidence of entitlement to work in the UK.
Evidence of essential qualifications – see this specification.
Two satisfactory references.
Evidence of a satisfactory safeguarding check e.g. An Enhanced DBS Disclosure.
A List 99 check.
Confirmation of medical fitness for employment.
9.
ORGANISATIONAL STRUCTURE:
Member of the Management Services Team within the Support Staff structure.
DATE PREPARED:
November 2013