Dunottar School - Part Time Receptionist & Administrator

Hours:  13.5 hours per week during term time and 4 hours per week during the holidays

Working Pattern: Term time of 35 weeks plus 4 weeks working during the holidays (39 weeks total)

Working hours: Monday 07:45—17:30, Thursdays 12:45—17:30 during term time for 35 weeks. 08.00 until 12.00 (4 hours per day) during the school holidays for 4 weeks to be worked in conjunction with job share partner

Our People

Dunottar is a school with a distinctive atmosphere and an exciting and dynamic place to work. Teaching and support staff work collaboratively in an environment where hard work and fun go hand in hand. It is a school where you can have real impact and where there are rewarding career opportunities.

The Role

We are seeking to recruit a part-time Receptionist/Administrator on a job share basis to support with our busy reception function. The role is fixed term for 2 terms with a possibility of an extension. This is a fast-paced and diverse key role at the school which has lots of day-to-day interaction with our staff, students, parents, and visitors. The ability to provide a warm and welcoming atmosphere together with being able to prioritise differing responsibilities is a key requirement for this role. Experience of working in an educational environment, where safeguarding is a priority, would be advantageous but not essential as full training will be provided. Experience of working in a job share capacity would be desirable but not required as full support will be given as part of the induction and on-going CPD process.

General Administration Duties

• Producing, proof reading and sending clarion calls including the Dunottar Download.
• Assist in arrangements for school trips, events and after-school clubs.
• Taking and making telephone calls/texts and delivering messages as appropriate.
• Photocopying, filing, faxing, emailing and completing routine correspondence.
• Assist with pupil first aid/welfare duties, looking after sick pupils and liaising with parents/staff etc.
• Maintain stationery and first aid stock and supplies, cataloguing and distributing as required.
• Filing and archiving.
• Dealing with deliveries and storing as appropriate.
• Maintaining records of pupils on school computer system.
• Support with processing DBS Checks.
• Administration of school mailboxes.
• To assist the Finance Department in general accounting and provide administrative support.

Key responsibilities include but are not limited to:

• Liaising with current hirers including invoicing.
• Organising and dealing with coach queries.
• Preparation of reports using Microsoft Office.
• Answering routine correspondence.
• Maintaining school, office and lettings diaries.
• Maintaining records of suppliers on school computer system.
• Lost property liaison with students and parents.

Reception 

• Undertaking reception duties, answering general telephone, email and face to face enquiries and signing in visitors in accordance with safeguarding requirements.
• Ensuring the meeting room is cleared after use and is in a good condition for the next user.
• Booking the meeting room for staff if required.
• Supervising after school club for pupils.
• Booking students onto the School Coach.

Person Specification

The essential skills, knowledge and experience required are:

• Responsible, self-motivated and willing to be a role model to pupils and staff; reliable, trustworthy and discreet.
• Ability to anticipate potential problems and remedy accordingly together with the ability to be solutions focused.
• Maintain high levels of confidentiality.
• Highly developed planning and organising skills as well as a keen eye for detail.
• Ability to maintain focus and work under pressure to achieve tasks within a demanding environment with tight time constraints.
• Strong communication skills both verbal and written; ability to liaise effectively within and outside of the organisation.
• Enthusiastic team player, with strong interpersonal and problem-solving skills.
• Accustomed to working collaboratively within a busy office environment.
• Highly flexible and able to multi-task.
• Ability to work effectively as part of a job share arrangement.
• Strong customer service orientation and skills.
• IT literate, with extensive knowledge of Microsoft Office software, including; Word, Excel, Outlook, PowerPoint and databases.
• Ability to contribute to the school’s ethos of excellence and mutual respect.
• High levels of personal and professional integrity.
• Self-confidence, personal energy and dynamism.
• Personal warmth, good rapport with pupils, colleagues and parents.
• Excellent organisational skills with the ability to look forward and pre-empt situations.
• Excellent oral and written English skills.
• Appropriate levels of personal presentation.
• To undertake appropriate professional development including adhering to the principle of performance management.
• A commitment to safeguarding and promoting the welfare of children and young people.

This job description is not intended to be all-inclusive and the post holder may perform other duties reasonably required by the Headmaster. The School reserves the right to make an appointment at any stage during the recruitment process.