HEATHLAND SCHOOL
JOB DESCRIPTION
RECEPTIONIST/ADMINISTRATIVE ASSISTANT G2
Core Purpose
Under the direction of the Headteacher and the Office Manager, support the
smooth running of the school office through the provision of efficient
reception, administrative, clerical, personnel and financial systems and
procedures. To provide a quality service that supports the activities of the
school.
Main Duties and Responsibilities
Reception
 To receive and welcome callers e.g. pupils, parents, visitors and telephone
enquiries. To deal with enquiries and take appropriate action on own
initiative where possible.
 To ensure the school’s security procedures are adhered to and that all
visitors are signed in and out.
 To initially handle complaints, ensuring that complaints are dealt with
tactfully, attempting to resolve minor matters and ensuring that more
serious matters are referred to the appropriate member of staff.
 To take and relay messages relating to pupils and other school business.
 To receive and check deliveries of goods.
 To operate an appointment system for visitors.
 To provide hospitality to visitors e.g. refreshments
 To keep the reception area tidy and organized
 To contact parents and relevant authorities in emergency situations.
 To foster good relationships with colleagues and third parties by
appropriate interaction
Administration
 To be responsible for operating and maintaining the SIMS.Net Pupil
Information System and the SIMS Attendance module to operator level.
 To be responsible for processing and producing appropriate education
forms e.g. pupil admissions.
 To maintain manual and computerised records of pupils, complete forms,
returns and related administration required by the DfE.
 To be responsible for uniform and book bag sales
 To ensure that all laminators and photocopiers are in working order and
that photocopiers are kept stocked with paper on a daily basis; to liaise
with the relevant supplier regarding any issues that cannot be resolved
internally and with the Resources co-ordinator regarding ordering related
supplies.
Clerical
 To deal with incoming and outgoing mail and take action as necessary on
own initiative or within instructions as laid down by the Headteacher.
 To provide general typing of correspondence, documents, reports,
newsletters, confidential correspondence, extra-curricular activities forms
and correspondence and minutes of meetings.
 To use any information technology equipment at the school to undertake
word processing, to interrogate and maintain database in the operation of
the school’s administration
 To maintain and update as required confidential and general filing
systems.
 To prepare and duplicate letters, documents and brochures.
 To maintain the office diary.
Finance
 To be responsible for making arrangements for school outings e.g.
transport, letters, collection and banking of money.
 To be responsible for the administration in connection with the peripatetic
music tuition fees including collection and banking of money.
 Under the direction of the Office Manager to undertake ordering of goods
and supplies, receiving of goods, payment of invoices.
Work Relationships
Internal

To respond, as appropriately as required, to the needs of teaching staff,
non-teaching staff and pupils with regard to the above duties.
External



To oversee the quality of reception of parents, governors, academic staff
from other schools, health care professionals and monitor site contractors
and other visitors to the school.
To ensure that the school’s security procedures are adhered to by all
visitors to the school.
To promote good public relations by responding to site visitors in a helpful
manner.
General
 To carry out all duties with regard to school policies, procedures and
values particularly those relating to child protection, health, safety and
security, confidentiality and data protection, reporting all concerns to an
appropriate person.
 The post holder will be expected to cover for and support existing
administration staff in order to manage the varying demands and
deadlines within the school office.
 To carry out any other duties commensurate with the grade and nature of
the post
 To participate in job related training as required
HEATHLAND SCHOOL
PERSON SPECIFICATION
RECEPTIONIST/ADMINISTRATIVE ASSISTANT
1. Educational Achievements, Qualifications and Training
Essential

Education to at least National Qualifications Framework Level 3
Desirable
 Qualification / successful completion of a training course in Microsoft
Office, SIMS or other office related skills.
2. Job Related Knowledge/Aptitude /Skills
Essential
 an ability to use clear, concise written English
 an ability to communicate effectively verbally and in writing
 an ability to work independently and as part of a team
 an ability to show initiative in a range of situations
 an ability to interact positively with pupils, parents, colleagues and visitors
to the school
 an ability to use information technology
 a respect for the need for confidentiality
Desirable
 knowledge of educational issues
 knowledge of relevant community languages – Tamil, Somali, Gujarati,
Arabic, Farsi
3. Experience
Essential
 experience of
Desirable
 experience of
 experience of
 experience of
working in an office environment
note taking
working in an educational setting
working with computerised database systems
4. Personal Qualities
Essential
 confidence, warmth, sensitivity, reliability, and enthusiasm
 good interpersonal skills
 a commitment to parental, community and Governing Body partnership
5. Equal Opportunities
Essential
 an understanding of and willingness to comply with the Council’s Equal
Opportunities Policy