Receptionist/Administrative Assistant
| Posting date: | 04 April 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | JG4 |
| Hours: | Part time |
| Closing date: | 25 April 2025 |
| Location: | Weston-super-Mare, Somerset, BS23 3JW |
| Remote working: | On-site only |
| Company: | eTeach UK Limited |
| Job type: | Permanent |
| Job reference: | 1476589 |
Summary
Ashcombe School office is an exciting and dynamic place to work. You will be the first point of contact for the school community, working in our brand new £6 million extension. The role demands an individual who is friendly, calm under pressure, resilient, can prioritise and multi-task – all with a smile! If you feel you have these qualities, you may be the person we are looking for.JOB PURPOSE:
To be an ambassador for the school when meeting parents and other visitors.
To provide administrative duties to support the efficient day to day running of the school office.
To support the ethos of a human scale school, providing a friendly and positive first point of contact to the school. To fulfil their job description, and to ensure they have read, understood and follow all safeguarding guidance including the Safeguarding Policy, Keeping Children Safe in Education: Information for all school and college staff (from Working Together document) and the Guidance for Safer Working Practice for Adults who work with Children and Young People.
OFFICE RECEPTIONIST DUTIES:
The post holder may be requested to undertake any but not necessarily all of the following duties. Duties required will be under the direction of either of the school Bursar’s, according to the school’s needs.
Reception
1. Providing a warm welcome to all. Dealing with telephone and face to face enquiries in an efficient and professional manner and providing hospitality for visitors.
2. To maintain the security and safeguarding of the school by controlling access and ensuring the completion of relevant procedures i.e signing in, issuing of identification badges
3. To look after the school office and reception area ensuring that they are welcoming and tidy.
4. To provide support to the Finance Bursar as requiredGeneral administration 5. To undertake general office duties e.g. telephone calls, emails, ensuring that all messages are dealt with in a timely and accurate fashion and, where relevant, relayed to colleagues promptly; dealing with incoming and outgoing post, maintaining the school diary, recording minutes of meetings, co-ordinating school dinner orders, liaising with the kitchen/parents, co-ordination of school visits, etc. Compliance, Data Management and Statutory Returns 6. To assist with the maintenance and update of the school Management Information System (Scholarpack) and other online data storage, including producing reports when required.
7. Ensure statutory returns are completed in a timely and accurate manner.Admissions, Attendance and Safeguarding 7. To record pupil absences daily from parents
8. Administrate user access on SchoolPing, ParentPay & Aspens
9. To assist with school admissions administration, under the direction of the Bursar.
10. To provide admin support to the Headteacher, governors and other teachers, as required.Marketing, publicity and communications: 11. To update and maintain the school website and other publicity.
12. Support the school’s use of Office 365, Teams etc; ensuring there are efficient internal communications.Health and Safety 13. To act as Appointed Person for first-aid.
14. To be a fire warden/marshal.
15. To provide support to the Health & Safety Bursar as requiredGENERAL PROFESSIONAL DUTIES: 1. To have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the School as outlined in the school’s Safeguarding and Child Protection Policy 2. To recognise health and safety is a responsibility of every employee, to take reasonable care of self, pupils and others and to comply with the school’s Health and Safety Policy and any school-specific procedures and rules that apply to this role.
3. To respect the confidentiality of personal information, including that of pupils, staff and families, and to ensure the confidentiality of information received.The above serves as a guide and is not exhaustive; all professional staff are expected to undertake other duties and projects as may be reasonably required in accordance with the grade of the post. You will be working as part of a small, friendly team and may be asked to provide extra support within the school during busy periods. PERSON SPECIFICATION We are looking for an enthusiastic person with charm, humour and who is calm under pressure. They should be a team player who enjoys a mix of routine and ad hoc tasks.The successful applicant will be positive, responsive, have a flexible attitude to work and be able to communicate easily with colleagues, children and parents and should be fully supportive of the schools aims and ethos. Honesty, integrity and confidentiality are essential qualities for the role. How your application will be assessed: (A) – Application (D) Documentary Evidence (I) – Interview Qualifications: Maths and English equivalent to GCSE A – C (A, D)Qualifications in Word, Excel and Microsoft Office (A, D)Relevant, successful administrative experience within a busy office environment with the ability to multi-task, work as part of a team and independently (minimum 12 months). (A, I) Excellent organisational and communication skills (written and oral), and the ability to demonstrate their use. (A, I) Excellent working knowledge of ICT systems including word processing, spreadsheets and presentation software including experience of Office 365, SharePoint and Teams. (A, I) Ability to work accurately under pressure without close supervision and to prioritise workload. (A, I) Demonstrable experience of managing and producing social media and updating websites. (A, I) Demonstrable understanding of Safeguarding and Child Protection as it relates to the post of school administrator (A, I)Demonstrable understanding of Health and Safety and First Aid within a school environment. (A, I) Demonstrable understanding of Data Protection and confidentiality. (A, I) Commit to and engage with on-going professional development and performance management. (I) Personal Qualities: A friendly and positive outlook with a sense of humour. (I) A flexible approach to work (I) Demonstrable understanding of Human Scale values and ethos (A, I) Desirable skills and experience: Previous experience in a School Office (A/I) Specific knowledge of School MIS systems, preferably Scholarpack, SchoolPing, Parentpay (A) FURTHER INFORMATION: Where the requirements are ‘Essential’ and marked as evidenced by your written application (A) – if your written application does not state how you meet this essential criterion, you will not be shortlisted. Where the requirements state (D), documents will be required if invited to interview. Ashcombe Primary School is part of Kaleidoscope Multi-Academy Trust (KMAT) and central to the planning and systems of KMAT are our 5 C’s: 1. Our schools are Child-centric (focusing on the whole child) 2. Creative and innovative 3. Community focused 4. Collaborative but distinctive 5. We have a Culture of high expectations and excellence, striving for and sharing best practice. Safeguarding and Child Protection:Kaleidoscope Multi-Academy Trust are committed to ensuring outstanding safeguarding procedures and to promote the welfare of our pupils. This role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to a criminal record check from the Disclosure & Barring Service (DBS) and basic background check before the appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions. Applicants for this role must be eligible to work legally in the United Kingdom. The successful applicant will be asked to evidence of their right to work in the UK before being formally offered the role.
2. To maintain the security and safeguarding of the school by controlling access and ensuring the completion of relevant procedures i.e signing in, issuing of identification badges
3. To look after the school office and reception area ensuring that they are welcoming and tidy.
4. To provide support to the Finance Bursar as requiredGeneral administration 5. To undertake general office duties e.g. telephone calls, emails, ensuring that all messages are dealt with in a timely and accurate fashion and, where relevant, relayed to colleagues promptly; dealing with incoming and outgoing post, maintaining the school diary, recording minutes of meetings, co-ordinating school dinner orders, liaising with the kitchen/parents, co-ordination of school visits, etc. Compliance, Data Management and Statutory Returns 6. To assist with the maintenance and update of the school Management Information System (Scholarpack) and other online data storage, including producing reports when required.
7. Ensure statutory returns are completed in a timely and accurate manner.Admissions, Attendance and Safeguarding 7. To record pupil absences daily from parents
8. Administrate user access on SchoolPing, ParentPay & Aspens
9. To assist with school admissions administration, under the direction of the Bursar.
10. To provide admin support to the Headteacher, governors and other teachers, as required.Marketing, publicity and communications: 11. To update and maintain the school website and other publicity.
12. Support the school’s use of Office 365, Teams etc; ensuring there are efficient internal communications.Health and Safety 13. To act as Appointed Person for first-aid.
14. To be a fire warden/marshal.
15. To provide support to the Health & Safety Bursar as requiredGENERAL PROFESSIONAL DUTIES: 1. To have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the School as outlined in the school’s Safeguarding and Child Protection Policy 2. To recognise health and safety is a responsibility of every employee, to take reasonable care of self, pupils and others and to comply with the school’s Health and Safety Policy and any school-specific procedures and rules that apply to this role.
3. To respect the confidentiality of personal information, including that of pupils, staff and families, and to ensure the confidentiality of information received.The above serves as a guide and is not exhaustive; all professional staff are expected to undertake other duties and projects as may be reasonably required in accordance with the grade of the post. You will be working as part of a small, friendly team and may be asked to provide extra support within the school during busy periods. PERSON SPECIFICATION We are looking for an enthusiastic person with charm, humour and who is calm under pressure. They should be a team player who enjoys a mix of routine and ad hoc tasks.The successful applicant will be positive, responsive, have a flexible attitude to work and be able to communicate easily with colleagues, children and parents and should be fully supportive of the schools aims and ethos. Honesty, integrity and confidentiality are essential qualities for the role. How your application will be assessed: (A) – Application (D) Documentary Evidence (I) – Interview Qualifications: Maths and English equivalent to GCSE A – C (A, D)Qualifications in Word, Excel and Microsoft Office (A, D)Relevant, successful administrative experience within a busy office environment with the ability to multi-task, work as part of a team and independently (minimum 12 months). (A, I) Excellent organisational and communication skills (written and oral), and the ability to demonstrate their use. (A, I) Excellent working knowledge of ICT systems including word processing, spreadsheets and presentation software including experience of Office 365, SharePoint and Teams. (A, I) Ability to work accurately under pressure without close supervision and to prioritise workload. (A, I) Demonstrable experience of managing and producing social media and updating websites. (A, I) Demonstrable understanding of Safeguarding and Child Protection as it relates to the post of school administrator (A, I)Demonstrable understanding of Health and Safety and First Aid within a school environment. (A, I) Demonstrable understanding of Data Protection and confidentiality. (A, I) Commit to and engage with on-going professional development and performance management. (I) Personal Qualities: A friendly and positive outlook with a sense of humour. (I) A flexible approach to work (I) Demonstrable understanding of Human Scale values and ethos (A, I) Desirable skills and experience: Previous experience in a School Office (A/I) Specific knowledge of School MIS systems, preferably Scholarpack, SchoolPing, Parentpay (A) FURTHER INFORMATION: Where the requirements are ‘Essential’ and marked as evidenced by your written application (A) – if your written application does not state how you meet this essential criterion, you will not be shortlisted. Where the requirements state (D), documents will be required if invited to interview. Ashcombe Primary School is part of Kaleidoscope Multi-Academy Trust (KMAT) and central to the planning and systems of KMAT are our 5 C’s: 1. Our schools are Child-centric (focusing on the whole child) 2. Creative and innovative 3. Community focused 4. Collaborative but distinctive 5. We have a Culture of high expectations and excellence, striving for and sharing best practice. Safeguarding and Child Protection:Kaleidoscope Multi-Academy Trust are committed to ensuring outstanding safeguarding procedures and to promote the welfare of our pupils. This role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974. All applicants who are offered employment will be subject to a criminal record check from the Disclosure & Barring Service (DBS) and basic background check before the appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions. Applicants for this role must be eligible to work legally in the United Kingdom. The successful applicant will be asked to evidence of their right to work in the UK before being formally offered the role.