Receptionist & Office Administrator

The Post:

We are seeking to appoint a professional, friendly and enthusiastic Receptionist & Office Administrator to join our administrative team, based in our main reception area at the Senior School in Saighton Grange. 

Job Description:

Line managed by our Office Manager, along with the other team members, the Receptionist & Office Administrator will provide a welcoming and informative environment for visitors and all members of our College community.  

As a main point of contact for pupils, staff, and visitors to the College; a caring, warm and professional manner is required at all times. Therefore, excellent customer service skills are essential. 

Key Duties Include:

• Operating the main reception telephone line, taking calls from both external callers and internal colleagues 
• Directing queries (via phone, email or face-to-face) to the correct colleague, in a professional and timely manner
• Acting as the first point of contact at Reception to welcome visitors to the College, and to sign them in according to Keeping Children Safe in Education guidance, in order to safeguard our pupils  
• Acting as the first point of contact at Reception, in respect of pupil and colleague queries, throughout the day  
• Carrying out pupil attendance checks twice a day (training will be provided)
• Actioning any required letters, emails or written communication / paperwork as instructed by the Head, College Leadership Team or Office Manager
• Day-to-day management of the College ParentPay account; including setting up payments and ensuring payments are made in a timely manner
• Assisting with bus bookings, for both pupil transport purposes to and from College, and in relation to trips organised by teaching staff
• Assisting with the provision of a comprehensive, professional reprographics service to all colleagues
• Fulfilling stationery orders as and when required
• Directing pupils to a First Aider, if required 

Person Specification:

The successful candidate will demonstrate the following: 

Experience:

• Previous experience of working in a school or a busy reception area is preferred, but not essential
• Excellent customer service skills and experience of working in a customer focused environment is essential.
• Experience of using iSAMS and ParentPay would be an advantage, but is not essential as training will be provided
• Experience of operating a telephone system / switchboard

Qualifications:

• Minimum of five GCSE’s (including English and Maths) grade A – C (or equivalent)

Skills / Personal Qualities:

• High standard of literacy and numeracy, reflecting the College’s high standards in this area
• Excellent communication and interpersonal skills, both written and verbal and an ability to deal with sensitive matters professionally and tactfully
• Computer literate and proficient in all Microsoft packages (especially Word, Excel Outlook, Planner and MS Teams) 
• Ability to prioritise workload effectively, with strong organisational / time management skills and the ability to meet deadlines whilst working in a busy, varied environment
• An understanding of data protection and the need for confidentiality at all times
• A calm, professional, sensitive and friendly approach
• Attention to detail, accurate and methodical
• A team player, willing to support other members of the College community
• Ability to work on own initiative
• Willingness and adaptability in tackling the variety of tasks arising in a school environment
• Commitment to CPD and training opportunities

Please see the attached applicant information pack for further details.

Safeguarding & Child Protection:

Abbey Gate College is committed, as a priority, to safeguarding and promoting the welfare of children, and expects all staff and volunteers to share this commitment.

Applicants will, therefore, be subject to stringent vetting and induction processes, including an enhanced DBS disclosure. References for shortlisted candidates will be requested prior to interview; please inform your referees.

Whilst criminal convictions are not necessarily a bar to appointment, this safety consideration will be central to all decisions regarding the employment of staff, approval of volunteers, and standards of external contractors.

Equality, Diversity & Inclusion:

We are committed to equality of opportunity for all staff and to treating all staff with dignity and respect. Therefore, applications from individuals are encouraged, regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage and civil partnerships.

Salary:

The salary for this position is £13,397 per annum based on the working hours of 8.30am to 5.00pm, three days / 22.5 hours per week (with one-hour unpaid lunchbreak per day), term-time only.

Process for Applications:

Closing date for applications: Monday 5th August 2024 at midday.     

In order to apply for our Receptionist & Office Administrator vacancy, please complete our Abbey Gate College application form (available at https://www.abbeygatecollege.co.uk/about-us/vacancies/).

Alternatively, please complete the TES online application form and submit your application via the TES website. 

Please also include a covering letter, which should be addressed to our Head, Mr Craig Jenkinson, outlining your interest in, and suitability for, the role and the College.

Your completed application form and covering letter should be returned to Mrs Sue Moran, HR and Staff Wellbeing Manager, at: sue.moran@abbeygatecollege.co.uk or via the TES website, by the above closing date.

Should you require any additional information or assistance regarding your application, please also contact Sue Moran.  

Please visit our website at www.abbeygatecollege.co.uk for more information about the College.