Receptionist

WESTFIELD ACADEMY; Watford; On-site; GBP 20,000 - 25,000; Full time

Job summary

A UK-based academy in Watford is seeking a Receptionist to provide high-quality customer service in a professional manner. The role entails managing front desk operations, handling calls, ensuring safeguarding procedures, maintaining a tidy reception, and supporting administrative tasks. Ideal candidates will possess excellent communication skills, a GCSE or equivalent education, and familiarity with office technology. Experience in a school environment is an advantage. This position is crucial for promoting positive relationships within the academy.

Qualifications

• Pleasant, warm, and helpful demeanor.
• Proven experience in a reception or front office role.
• Ability to manage multiple tasks effectively.

Responsibilities

• Welcome and receive visitors with professionalism.
• Manage school’s telephone system and direct inquiries.
• Maintain a tidy and organized reception area.
• Handle incoming and outgoing post efficiently.
• Provide first aid assistance as necessary.

Skills

Excellent communication skills

Customer service skills

Time management

Calm under pressure

Proficient with office equipment

Proficient in IT tools

Education

GCSE level or equivalent including English and Maths (A-C or 4+)

Tools

MIS database systems

Gmail/Google tools

SIMS

GO3Schools

Job description

Overview

The post holder will welcome all visitors and stakeholders in a warm, helpful and professional manner on entry into the Reception front office of the school. They will promote ongoing positive relationships by providing consistently high quality customer service and provide an efficient and professional reception and switchboard service at the Academy. The role supports the ethos, aims and operations of the Academy, including safeguarding and secure access procedures.

Responsibilities

• Welcome, receive, sign post and deal with staff, pupils, parents, school governors, guests and other stakeholders in a confident, warm and friendly manner, ensuring that the correct information is communicated at all times.
• Promote a professional image at the front desk and on site at all times.
• Answer and transfer incoming phone calls calmly, directing enquiries in line with the Academy's communication flow chart and handling difficult situations discreetly and confidentially.
• Record and communicate messages accurately via email, telephone or face to face.
• Maintain a tidy reception area with appropriate stationery, brochures, safeguarding information and visual displays promoting the ethos of the academy.
• Provide proactive visitor information in advance of arrival where possible.
• Update and manage the school calendar, adding or removing content as appropriate.
• Maintain a presence around the school to uphold high standards of behaviour and site usage.
• Facilitate communication throughout the Academy and ensure out-of-hours messages are set during term time and holidays.
• Operate and manage the school’s telephone system, coordinating with the service provider to ensure a good quality service; keep the staff extension list up to date and distribute it before each term.
• Ensure that all sign-in/out procedures are followed, staff and visitors are informed of safeguarding procedures, and DBS checks are completed for agency staff, visitors and contractors as required.
• Monitor, maintain and proficiently use the school’s sign-in and visitor management system; issue ID badges as needed.
• Control office security from the reception desk and support the school’s lockdown procedures; assist in ensuring all visitors are accounted for during emergencies.
• Receive and sort daily post, manage outgoing post, and handle routine administrative tasks such as photocopying, filing, archiving, and responding to routine correspondence.
• Enter and retrieve pupil data and produce reports from the School’s MIS and other software; undertake IT-based tasks as required.
• Assist with managing, distributing and disposing of lost property; provide general administrative support as required.
• Provide support cover in the event of staff absence as needed and undertake other duties at the discretion of the Office Manager and School Business Manager.
• Establish constructive relationships with other professionals, communicate with other agencies, and comply with policies and procedures including Child Protection, Health, Safety and Security, Confidentiality, Data Protection and Cyber Security.

Security, Safety and Safeguarding

• Ensure staff, pupils, visitors and stakeholders sign in and out appropriately and are informed of safeguarding procedures on arrival.
• Request DBS paperwork from agency staff, visitors and contractors and hand over to HR for checking prior to access.
• Maintain the school’s sign-in/visitor management system and keep security procedures up to date.
• Assist in ensuring all visitors are accounted for during emergencies and issue ID badges where required.

Administration

• Receive and sort daily post and arrange delivery to appropriate staff; record stamp and post outgoing mail.
• Enter pupil data and produce reports from MIS systems; undertake general IT tasks and assist with administrative duties as needed.

Training and Development

• Participate in training and development activities and attend meetings as required.

First Aid

• Provide first aid assistance to staff, students and visitors as necessary. Training will be provided.

General and Qualifications

• Pleasant, warm, helpful, polite and courteous; professional attitude and appearance; confidentiality and integrity.
• Excellent time management, verbal and written communication skills.
• A good education to GCSE level or equivalent (including English and Maths, A-C or 4+).
• Proven on-the-job experience; English and Maths GCSEs; proficient with office equipment.
• Experience as a Receptionist/Front Office representative or similar role with excellent customer service skills.
• Hands-on IT experience (Gmail/Google tools, email, internet) and knowledge of MIS database systems; ability to use spreadsheets; familiarity with SIMS and GO3Schools.
• Flexible, able to multi-task; calm under pressure; resourceful and proactive; experience in a school setting is desirable.
• Keen to develop the role and the ability to work with G-Suite and other IT packages.

Note

Westfield Academy is committed to safeguarding and promoting the welfare of children and young people. All successful candidates will be subject to an enhanced Disclosure and Barring Service check as part of the selection process.