Administrative Assistant/Receptionist

St Margaret's Church of England Primary School; Olton; On-site; GBP 18,000 - 23,000; Full time

Job summary

St Margaret's Church of England Primary School is seeking a proactive receptionist to provide a welcoming front-desk service, answer calls and emails, and manage visitor sign-ins in line with safeguarding policies.

The role involves liaising with the Office Manager and Headteacher, maintaining GDPR compliance, and supporting attendance procedures and general administrative tasks throughout the school day.

Qualifications

• Efficient and welcoming reception and telephone service.
• Handle inquiries from students and parents.
• Sign in/out pupils and visitors, maintaining safeguarding procedures.
• Manage emails and post in compliance with GDPR.
• Use Arbor for administrative tasks.

Responsibilities

• Provide an efficient and welcoming reception and telephone service, receiving visitors, dealing with calls and emails.
• Sign in late pupils and sign out for appointments, recording data as required.
• Sign in all visitors and ensure familiarity with safeguarding and evacuation procedures.
• Manage attendance registers and follow up unexplained absences by phone.
• Support administrative tasks and school events as needed.

Skills

Reception duties

Telephone handling

Customer service

GDPR compliance

Tools

Arbor

Job description

Public face of school

Provide an efficient and welcoming reception and telephone service, receiving visitors, dealing with incoming calls and emails, taking and passing on messages

Dealing positively with a wide range of queries from students and parents and consult with the Office Manager/Headteacher if further guidance is needed

Sign in late pupils, sign out pupils for appointments, recording data as required.

Sign in all visitors, ensuring they are fully aware of the school policy and procedures re safeguarding and emergency evacuation procedures.

Escort visitors to various locations as required in a professional manner

Attendance

Ensuring that attendance registers are completed each morning and afternoon and

that unexplained absences are followed up by telephone, reporting any concerns

to the Head teacher

Liaise with external agencies regarding pupil absence

Communications

Manage incoming and outgoing email communication

Deal with general queries by telephone

Manage incoming and outgoing post

Always comply with GDPR regulations

Administrative Tasks

Utilise the School information management system (Arbor) for appropriate tasks

Assist with school events during the school day e.g. visits by the school nurse,

photographer and parents

Support the administration of educational visits e.g. booking of transport, creating trip on Arbor

Work with catering provider with regards to school dinners

Administration of after school clubs, collating registers and contact details.

Carry out administrative tasks relating to admissions and induction including

copying and collating information under the direction of the Office Manager

Any other duties as commensurate within the grade in order to ensure the smooth

running of the school

Admissions

Support the Office Manager in the process of admissions by:

Dealing with enquiries from prospective parents about admission to the school and sending application forms

General

Support the overall Christian ethos of the Trust

Be a part of the school team and support the smooth running of the school.

Have an understanding of safeguarding, data protection and GDPR.

Willingness to work flexibly, occasionally outside of normal hours.

Maintain the confidentiality in the course of undertaking duties.

This is not intended to be a complete and exhaustive list of all duties and responsibilities attached to the post as this is a varied role. This job is subject to change by negotiation as this new role develops.