Administrator / Receptionist

John Henry Newman Catholic College; Birmingham; On-site; GBP 27,000 - 30,000; Part time

Job summary

Our Lady and All Saints Catholic Multi Academy is seeking an Administrator/Receptionist to provide essential admin support across College staff, with duties including data entry, records management, and reception cover. You will use MIS tools such as SIMS, ClassCharts and Google Forms, support Year 7 admissions, handle enquiries, greet visitors, and ensure safeguarding procedures are followed.

This part-time role (20 hours per week, term-time including inset days) is based at John Henry Newman

Qualifications

• Undertake varied administrative tasks with accuracy.
• Input, retrieve, and update data using MIS systems (e.g., SIMS, ClassCharts, Google Forms).
• Maintain up-to-date and confidential student records.

Responsibilities

• Provide reception cover and greet visitors professionally.
• Answer calls and relay messages promptly.
• Manage visitor sign-in/out per safeguarding policies.
• Support Year 7 admissions and peak transition periods.
• Maintain a neat, welcoming reception area.
• Handle parcels, mail, and deliveries.

Skills

Administrative tasks

Data handling

Customer service

Teamwork

Tools

SIMS

ClassCharts

Google Forms

Job description

Our Lady and All Saints Catholic Multi Academy

Administrator / Receptionist

Grade C £26,824 to £29,540 (FTE)

Part Time : 20 hours per week, Term time including inset days

John Henry Newman Catholic College

Our Lady and All Saints Catholic Multi Academy Company (“the MAC”) was formed in April 2021 and comprises of 12 Catholic Primary Schools and 2 Catholic Secondary Schools across the Birmingham, Solihull, and Warwickshire areas.

Key Responsibilities and Duties

• Undertake varied administrative tasks for College staff as required, ensuring high standards of accuracy.

• Input, retrieve, and update data using the College’s Management Information Systems (e.g., SIMS, ClassCharts, Google Forms).
• Maintain up-to-date and accurate records for students, handling highly sensitive information.
• Provide admin support for the Year 7 September admissions process and peak transition periods.
• Provide cross-cover and operational support to other members of the administrative team during peak workloads, high-demand periods, or staff absences.
• Ensure the reception desk is consistently manned during designated hours.
• Greet all visitors, parents, and callers in a pleasant, professional, and efficient manner.
• Manage the visitor sign-in/out process strictly in accordance with College safeguarding and security procedures. Issue visitor badges and verify identification where required.
• Answer incoming internal and external telephone calls, redirecting queries or taking and relaying accurate messages to staff and students promptly.
• Deal with general day-to-day enquiries from staff, students, parents, and external agencies, filtering or escalating questions through the appropriate internal channels.
• Maintain a neat, tidy, welcoming, and professional reception area.
• Accept incoming parcels/deliveries and distribute them accordingly.
• Prepare, frank, and collate all outgoing mail for daily collection.

• Actively promote the College, its values, and its reputation at all times, including attendance at the annual College Open Evening.
• Maintain professional, discrete, and effective communication with staff, parents, students, and external stakeholders, maintaining total confidentiality.
• Understand, uphold, and comply with all College policies and legal requirements, specifically regarding Child Protection/Safeguarding, Health & Safety, Security, Confidentiality, and Data Protection (GDPR).

John Henry Newman Catholic College, part of Our Lady and All Saints Multi Academy Company, has a responsibility for and is committed to safeguarding and promoting the welfare of children, young people and vulnerable groups. All employees and volunteers are expected to share this commitment and to obtain an Enhanced Disclosure and Barring Service check (DBS) and where relevant, a childcare disqualification check. Any offer of employment will be subject to satisfactory references and other satisfactory pre-employment checks. This post is exempt from the provisions of the Rehabilitation of Offenders Act 1974.

An online search will also be carried out as part of due diligence on all short-listed candidates.