Assistant School Secretary & Receptionist - The Beacon School

Buckinghamshire Council; Chesham Bois; On-site; GBP 20,000 - 30,000; Full time

Job summary

A forward-thinking school is seeking an Assistant School Secretary & Receptionist to provide essential support in a vibrant educational environment. This role involves welcoming visitors, managing communications, and assisting with administrative tasks. The ideal candidate will possess excellent organizational skills and a strong attention to detail, thriving in a busy atmosphere. With a commitment to safeguarding and a passion for education, this position offers a unique opportunity to contribute to the school's success while enjoying competitive benefits and a supportive team culture.

Benefits

6 weeks paid holidays

Pension with employer contribution

Life Assurance

Income Protection Schemes

Qualifications

• Strong grades at GCSE in English and Maths are essential.
• Previous receptionist experience is desirable but not mandatory.

Responsibilities

• Welcome visitors and manage the school's main telephone line.
• Assist with administrative tasks and manage parent-related communications.
• Support the Lead Receptionist and cover during their absence.

Skills

Communication Skills

Organizational Skills

Attention to Detail

Ability to Multi-task

Knowledge of Office 365

Education

GCSE or equivalent in English

GCSE or equivalent in Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Assistant School Secretary & Receptionist - The Beacon School

Location: Amersham

This is an afternoon role requiring 27.5 hours per week term time, 12:30 pm to 6:00 pm, 5 days per week - where some occasional overtime may be needed from time to time, including over the School holidays.

We would encourage you to submit your application early as we reserve the right to close vacancies earlier than the deadline – if, for example, we receive a number of applications of interest early on.

Term time only: No

Salary Type: Beacon Payscale

Salary details: Competitive

Contract type: Permanent

Hours: 27.5 hours per week term time,12:30 pm to 6:00 pm, 5 days per week - where some occasional overtime may be needed from time to time, including over the School holidays.

Interviews to be held: TBC

About us

The Beacon is a large and busy prep school for boys aged between 3 and 13, with superb facilities and resources that support a forward-looking educational environment. The school is accessible by Chiltern Railways and Met Line, located close to Amersham town.

To give you a flavour of life at The Beacon, please look at our website beaconschool.co.uk. Here, you will find our Safeguarding and Child Protection Policy among other useful policies on the ‘policies’ page.

Hours: Term time: 12:30 pm to 6:00 pm, 5 days per week, 27.5 hours per week
Non-Term time: It is envisaged that extra time may be required over the School Holiday periods to cover during the Lead Receptionist’s annual leave and assist with other admin needs. Whilst not guaranteed, this could be up to 40 additional hours in total – to be claimed as overtime dependent upon hours worked.

Potentially, a pattern like:
• 15 hours Summer holidays,
• 5 hours Autumn half term,
• 10 hours Christmas holidays and
• 10 hours Easter holidays.

MAIN DUTIES & RESPONSIBILITIES:
FRONT DESK RECEPTION DUTIES
• To provide support to the Lead Receptionist and to deputise as required
• To welcome visitors, parents and prospective parents
• Signing all in, checking ID and arranging supervision as appropriate
• Operating the School’s main telephone line, transferring calls and taking and delivering messages accurately and swiftly
• Ensuring a welcoming, tidy and professional reception area is maintained at all times

ADMINISTRATIVE/SECRETARIAL DUTIES
Parent & Pupil Related Admin
• Management of the Parent Portal, updating of documents, responding to parent enquiries
• Management of online Parent’s Evening booking system and set ups for parents evenings
• Assisting with extra curricular admin and parent related comms eg vetting and co-ordination for clubs and using the School’s Socs system
• Production of attendance reports through iSAMS and follow up actions for Management
• Management of pupil registers

Headmaster and Front Office Support
• Helping with events plans, Speech Day preparations and organisation etc
• Covering on occasions and where required for the Heads PA
• Undertaking a range of administrative tasks for the Headmaster and Executive team
• Helping with parent and other communications, as required
• Tasks may also include filing, mail outs, text messaging, scanning and photocopying
• Monitoring stock levels of Front office related supplies

Essential Day to day Admin and Co-ordination
• Assisting the Lead Receptionist with email box and enquiries etc
• Managing accurate and timely prep and late stay lists (to include daily changes)
• Coordination and set up of termly bus lists and managing daily changes
• Collecting, sorting and distributing internal and external post
• Dealing with parcel couriers and postal deliveries
• Maintaining Fire Lists/ Fire Marshall
• General administrative support to the wider administrative team as and when required

The role may require some additional working over the school holidays to pick up telephone messages, open post and manage emails etc for the School Office (to be paid by way of overtime).

THE PACKAGE
• Salary – competitive
• 6 weeks paid holidays (to be taken during non-term time)
• Pension with employer 5% contribution
• Life Assurance and Income Protection Schemes

Promoting and safeguarding the welfare of children and young persons for who you are responsible and with whom you come into contact; following the school’s safeguarding policy at all times and using the internal systems/contacting the DSL for monitoring safeguarding, wellbeing and pastoral issues

About you

Essential
Qualifications: Strong grades at GCSE/equivalent in English and Maths

Experience: Previous experience of receptionist duties and working in an office environment (Desirable)

Skills:
Excellent communication skills and telephone manner
Strong organisation skills
Able to work in busy environments and multi-task
Knowledge of Office 365, Word, Outlook, Excel etc as well as confident about learning new systems
Able to work both independently and as part of a team
Strong attention to detail

Other:
Excited by the prospect of being ‘front of house’ for one of the country’s largest and most successful prep schools
Highly professional with positive outlook
Team player
Motivated, kind, confident and hard-working
Excellent role model
An unwavering commitment to safeguarding

For further information please see attached application pack.

Other information

There is a requirement to complete the school’s Application Form. Please complete/download from the website or send a copy of your completed Application Form and covering letter by e-mail to: [e-mail]

We would encourage you to submit your application early as we reserve the right to close vacancies earlier than the deadline – if, for example, we receive a number of applications of interest early on.

Please note: CVs cannot be accepted. Whilst an interview is to be used as the primary feature of the selection process, if invited for interview you will be advised as to whether any additional selection methods will be required to supplement the interview. This may include a lesson, presentation and/or other task. Whatever methods are chosen, the panel will use these to assess the merits of each candidate against the job and person specification.

All applicants must be prepared to undergo appropriate child protection screening, including checks with past employers and the Disclosure and Barring Service. The Beacon is an equal opportunities employer. References will be required and any relevant issues arising from such will be taken up a.t interview or a suitable point during the process.

Candidates who have a disability or any other special requirements should let the school know if there are any reasonable adjustments they would like the school to make as part of this recruitment process.

This post is exempt from the Rehabilitation of Offenders Act 1974 and therefore applicants are required to declare:

• All unspent convictions and conditional cautions
• All spent convictions and adult cautions that are not protected (i.e. that are not filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2020).

It is an offence to apply for the role if you are barred from engaging in regulated activity relevant to children. All shortlisted applicants will be required to complete self-disclosure form and return prior to interview.