School Receptionist and Administrative Assistant

The Saint John Henry Newman Catholic School is a very distinctive community which unequivocally works to be a living Christian community in which each child and young adult is known and loved for who they are. We want our pupils and students to enjoy their education – to be happy, safe and secure and to grow in God’s love so that when they leave the school, they are equipped to change the world and make it a better place.  

This role is a job share. As the Receptionist, you will provide front-of-house, clerical and administrative support to the school office . You will act as a central supporting role for staff, students and parents in raising standards of teaching and learning. You will work with other members of the central administration team to uphold the vision and ethos of the school at all times and provide excellent customer service to a range of stakeholders.

3.1 To receive visitors to the school and to communicate with courtesy and clarity to all staff, pupils, parents, carers, visitors, outside agencies and the wider community, including answering general telephone and face-to-face enquiries.

3.2 To answer the telephone in a professional, friendly and efficient manner, using the corporate greeting, taking messages where appropriate and sending these to the relevant members of staff.

3.3 To monitor the school’s voicemail, ensuring that messages are dealt with in a timely and professional manner.

3.4 To ensure that all queries are dealt with efficiently and effectively and completed before the end of the school day.

3.5 Maintaining school safeguarding procedures in relation to record keeping of visitors, signing in/out distribution and collation of visitor passes using the online visitor system.

3.6 To receive and sign for packages, liaising with the premises team to ensure they are passed to the relevant department in a timely efficient and secure manner.

3.7 To receive and sign for post both internally and externally. Sorting this and putting it in pigeonholes.

3.8 Ensuring handovers between reception staff are clear, concise and accurate.

3.9 Filtering' calls to relevant staff;

3.10 In the event of a call from the Air Ambulance you follow procedure and notify the Senior Leadership Team.

3.11 Ensuring you are aware of all events occurring in the school each day and knowing where to find relevant information.

Administrative Duties:

3.14 Filing, collating, photocopying etc under the direction of the Human Resources, Admissions and Senior Leadership Team.

3.15 Update manual and computerised records/management information systems.

3.16 To monitor and sort the admin email account, filtering and forwarding school emails to relevant staff or replying to the queries as appropriate.

3.17 Any other basic admin tasks as delegated by the Office, Pastoral and Senior Leadership Team.

3.18 To carry out all duties in accordance with school policies.

First Aid:

2.24 To be first aid trained and be prepared to provide emergency first aid to students, staff and visitors as necessary.

Safeguarding

Our school is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. Therefore, the position is subject to safeguarding checks that will include the receipt of satisfactory references and an enhanced DBS check. 

Following the shortlisting stage, and prior to making a final decision, the School will collect and process information publicly available about you by conducting a brief online search using an internet search engine. We do this to ensure that the school acts in accordance with its obligations set out in Keeping Children Safe in Education.