Beaulieu Convent School

Beaulieu Convent School

JOB DESCRIPTION

Job Title: Resource Assistant/Receptionist

Reports to: Head of Administrative Services

Grade: Civil Service Grade 4 (12.21 per hour)

Hours: 9.30am-5.30pm (term time only including INSET days)

½ hour for lunch

JOB PURPOSE

To provide afternoon reception duties for the School and administrative assistance to the current Administration Team. This is an important role as the receptionist is the face of Beaulieu and often the first contact for parents, pupils and visitors to the School. During the morning, administration duties will consist of providing reprographic assistance and general administrative duties. It is essential that the jobholder is able to work well under pressure and deal with constant interruptions whilst being able to pay particular attention to detail and ensure accuracy is of high importance.

PRINCIPAL ACCOUNTABILITIES

RECEPTION DUTIES:

·  Provide first point of contact at Reception and the telephone for parents, students and visitors to the school.

·  Record all visitors to the School and ensure that they are issued with the relevant identification.

·  Take messages for staff and students as appropriate and ensure that they are delivered within a timely manner.

·  Responsible for collating all student registrations and recording absences on the Central Management Information System (CMIS). Following up all unexplained absences in a professional manner. Accuracy for this task is essential.

·  Inputting holiday requests and other absences as advised.

·  To open and date stamp all in-coming mail for the whole School. Receive parcels from delivery companies and personal items for students and distribute accordingly and with accuracy.

·  Continually updating the CMIS database with changes ie address, email etc as required.

·  To assist members of staff with computer based data i.e. reports, pupil information etc.

·  To administer basic First Aid as required.

·  Undertake any other tasks as may be reasonably requested by the Headteacher/Head of Administration Services.

ADMINISTRATION SUPPORT DUTIES:

·  Providing photocopying services for the secondary school up to 2 hours per day

·  Maintaining stocks of all paper and card as required

·  Producing booklets for exams, circulars, booklets with coloured inserts and special binding e.g. comb, laminating, covering books

·  Making sure trays are full in photocopiers (staff room and Upper School)

·  Any other photocopying request from staff

·  Provide secretarial and administrative support to the Administration Team

·  Filing of letters, reports and other documentation with regards to students attendance, progress and welfare

·  Franking of mail including recording dispatch of exam materials

·  Undertake any other tasks as may be reasonably requested by the Headmaster or Head of Administrative Services

KNOWLEDGE AND SKILLS

·  A pleasant manner, confidentiality, extremely smart appearance, courteous approach and clear speech are essential

·  A good standard of education together with the ability to maintain a calm and efficient service whilst retaining a sense of humour in a pressurised environment

·  Knowledge of Microsoft Word is essential, training will be provided on the School database system (CMIS)

·  The ability to provide a high quality support service to the Administration Manager and deal efficiently with all teaching staff, support staff, outside contractors and other members of the community

·  A high degree of self-motivation and initiative with the ability to prioritise in order to meet deadlines

·  Support students on a daily basis with their wide range of requests sympathetically and effectively in a confidential manner

·  The ability to work flexibly within a team

·  A certificate in First Aid in the work place or a willingness to undertake training

·  Awareness and willingness to comply with Health & Safety at Work requirements

HOURS OF EMPLOYMENT

37.5 hours per week