Part time Receptionist / Administrator (25 hours per week ) Term time only

Hazelwood School

Hazelwood is a friendly vibrant independent Prep School.

It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children

Hazelwood is committed to safeguarding the children within its care and the successful candidate will be required to obtain an enhanced DBS Certificate, through Hazelwood, prior to starting work. 

Hazelwood School upholds British values.

Job Description

We are looking to appoint a Part Time Receptionist/Administrator.(Term time only)

The position is for 5 days per week, Monday - Friday, 8am -1pm term time only.

Role Purpose

The role is based in the busy school office, which is the first point of contact for parents either by telephone or in person.

The primary function of the Receptionist/Administrator is the provision of daily courteous and efficient administrative support for the school, and the control and organisation of the School Office.  

The Receptionist/Administrator is responsible for sharing information and for dedicating themselves to provide an efficient, confidential, co-operative and friendly service to all sections of the school.

 This requires the School Office Team to accept a commitment to combine their functions, often in ad hoc ways, to everyone’s mutual advantage. Such sharing of roles will occur, typically, when the telephone is busy and when visitors or deliveries arrive.  

Main Responsibilities

Attendance, Registration and Pupil Absence Monitoring

·       Covering the Office Administrator in all aspects of pupil attendance and registration in times of absence

Office Administration

·       To liaise with the Finance Office to monitor trip consents and chase payment.

·       To ensure all contact files (paper and digital) are relevant and up to date.

·       To manage incoming and outgoing mail, including exam papers and the administration of the franking machine.

·       To support the Office Administrator in all aspects of the administration of the School Office.

• To update MSP and WCBS with pupil and parent data and user details including medical information, contact details etc.

Site Administration

·       To set up and distribution of security fobs as appropriate.

·       To support the Office Management with the preparation, updating and maintaining of the staff fire evacuation list and first aider list, and support the Office Administrator to account for all staff in the event of a fire drill.

·       To work with the Estates Team to ensure the parcel room is kept clear of deliveries and deliveries are distributed promptly to staff.

Extended Provision

·     To support the Office Administrator with the management of daily attendance lists for breakfast club, sports, after school clubs and teas, activities, minibus and late rooms.

·     To provide support across all departments within the administrative team.

Pupil Data and Year End

·     Assisting the Head’s PA with the scanning and uploading of pupil files into the admin folder

First Aid Administration and Support

·     To cover for the School Nurse at busy times to include the administering of first aid as required

·     To input first aid forms on to WBCS

The Receptionist/Administrator has responsibility for:

*     Welcoming, signing in, and escorting of visitors to their destination.

*     Dealing with pupil problems

*     Responding to emails in a timely manner

*     Ensuring that telephone calls are dealt with in an efficient and courteous manner.

*     Providing administrative assistance for school events

*     Responding to ad hoc requests from staff

*     Assisting with the safe evacuation procedure of pupils, staff and visitors

*     Maintaining efficient filing of information in hard or electronic copy

*     General photocopying

*     Filing and shredding

*     Maintaining efficient filing of information in hard and/or electronic copy

*     General office assistance as required by the School as agreed by the Line Manager