Receptionist and Administrative Assistant

Woodlands School; Devon and Torbay; Presencial; GBP 21.000 - 24.000; Jornada completa

Descripción de la vacante

Woodlands School is seeking a Receptionist and Administrative Assistant to act as the first point of contact and provide broad admin support across school operations. You will greet visitors, manage calls, handle safeguarding sign-in, coordinate calendars, and support finance, HR and health & safety tasks.

The role requires meticulous organisation, confidentiality and the ability to prioritise multiple processes, including EHCP and pupil data management, with a values-driven, collaborative team

Formación

• Excellent organisation and confidentiality when handling pupil data and communications.
• Ability to manage competing priorities across reception, admin and school processes.
• Professional communication with visitors, families and staff in a safeguarding-aware environment.
• Accurate administration support including letters, calendars and documentation.

Responsabilidades

• Greet visitors and parents warmly, creating a positive first impression.
• Manage calls and messages promptly and professionally.
• Oversee visitor sign-in and safeguarding compliance.
• Keep reception tidy and manage post and deliveries.
• Prepare letters, newsletters and certificates for staff and pupils.
• Assist staff with helpdesk requests, photocopying and general admin support.
• Maintain school calendars and assist with scheduling.
• Manage pupil attendance records and update systems accurately.
• Coordinate lunch menus, dietary needs and weekly fruit/milk orders.
• Update SharePoint sites and monitor form submissions.
• Organise photography for staff, pupils and events.
• Liaise with transport providers and handle route changes or emergencies.
• Complete filing, scanning and records management.
• Maintain and publish the school policy schedule and communicate updates.
• Provide admin support across Finance, Health and Safety and HR.
• Coordinate EHCP, SEND and pupil processes, including scheduling and documentation.
• Support data administration, ensuring UK GDPR compliance and data retention procedures.

Conocimientos

Reception duties

Communication

Organization

Data entry

Confidentiality

Herramientas

SharePoint

Microsoft Office

Descripción del empleo

The Receptionist and Administrative Assistant is often the first point of contact for visitors, families and professionals. The role combines a welcoming reception service with accurate and responsive administration, helping the school to operate smoothly and professionally. The postholder will work across a broad range of school processes, including communication, pupil administration, attendance, policies, data, transport, operational support and coordination of meetings and documentation. The role requires excellent organisation, confidentiality, sound judgement and the ability to manage competing priorities. This is a varied role in a specialist school environment. The successful candidate will be positive, adaptable, calm under pressure and committed to supporting the wider school community.

Reception

• Greet visitors and parents warmly, creating a positive first impression.
• Manage calls and messages promptly and professionally.
• Oversee visitor sign-in, identification checks and compliance with the school's safeguarding procedures.
• Keep reception tidy and organised, handling post and deliveries efficiently.

Communication & Support

• Prepare and distribute letters, posters, newsletters, and certificates.
• Assist staff with helpdesk requests, photocopying, and general admin support.
• Maintain school calendars and assist with scheduling.

Administrative

• Manage pupil attendance records and update systems accurately.
• Coordinate lunch menus, dietary needs, and weekly fruit/milk orders.
• Update SharePoint sites and monitor form submissions.
• Organise photography for staff, pupils, and school events.
• Liaise with transport providers and handle route changes or emergencies.
• Complete filing, scanning, and maintain records.
• Maintain the school policy schedule, ensuring policies are reviewed, updated, amended and published within required timescales, and communicate policy updates and changes to staff via the Woodlands Staff Site.
• Provide administrative support across the school's operational functions, including Finance, Health and Safety and HR.
• Coordinate and administer EHCP, SEND and wider pupil processes, including scheduling meetings, maintaining accurate pupil records and databases, preparing and distributing documentation, updating statutory information systems, monitoring actions and deadlines, and ensuring pupil information is accurate, up to date and compliant with local authority requirements.
• Support the school's data administration processes by maintaining accurate records, systems and databases, ensuring compliance with UK GDPR, confidentiality requirements and the school's data retention procedures.

Woodlands is a unique and inspiring place to work. We offer a warm and supportive team, a strong induction and ongoing training, and great opportunities to develop specialist skills in SEN, communication, therapy support and health care. Our values-driven culture focuses on empowerment, independence and high expectations - giving you the chance to make a meaningful difference every day.