School Administrator and Receptionist

The Receptionist & School Administrator is a key member of the School's administrative team, providing a professional, efficient and welcoming front-of-house service while supporting the day-to-day operation of School. As the first point of contact for pupils, parents, visitors and external agencies, the postholder will ensure an exceptional reception service while providing high-quality administrative support across attendance, admissions, first aid, school information systems, school communications and general school operations. The role requires an organised, proactive and personable individual who enjoys working in a fast-paced environment, can manage multiple priorities and is committed to supporting the smooth running of the School. Main Duties and Responsibilities Reception & Front of House • Be the first point of contact for visitors, parents, pupils, contractors and external agencies. • Provide a warm, professional and welcoming reception service. • Answer and direct telephone calls, emails and general enquiries. • Manage visitor sign-in procedures, ensuring safeguarding procedures are followed at all times. • Receive, distribute and organise incoming post and deliveries. • Maintain a tidy, welcoming and professional reception area. • Prepare meeting rooms and refreshments when required. School Administration • Provide high-quality administrative support to the Headteacher, Executive Assistant and Senior Leadership Team. • Manage and prepare the daily bulletin • Draft correspondence, letters, newsletters and school communications. • Take minutes during meetings where required. • Maintain confidential records in accordance with GDPR. • Support school projects and ensure administrative deadlines are met. • Assist with recruitment administration and safer recruitment processes. • Support management of office and first aid supplies. • Support the organisation of school events, parents' evenings, open mornings, educational visits and whole-school activities. • Coordinate NHS vaccination programmes and maintain associated records. • Liaise professionally with pupils, parents, Local Authorities and external agencies. • Provide cover and support colleagues during busy periods. • Produce a b-weekly newsletter Management Information Systems (Arbor) • Maintain accurate pupil, staff and attendance records using Arbor. • Support the administration of OpenApply where required. • Set up new pupils and staff on Arbor. • Assist with the annual Arbor rollover and preparation for the new academic year. • Produce reports and data for senior leaders. • Ensure school information is accurate, secure and GDPR compliant. Admissions Administration Working closely with the Executive Assistant and Headteacher: • Support pupil admissions from enquiry through to enrolment. • Maintain accurate admissions records within Arbor and OpenApply. • Support preparation of admissions correspondence and joining documentation. • Liaise with previous schools, Local Authorities and external professionals to obtain records. • Assist with onboarding new pupils and maintaining admissions documentation. Attendance • Lead the school's daily attendance and punctuality procedures. • Ensure class registers are completed accurately and on time. • Follow up missing registers with teaching staff. • Contact parents regarding unexplained absences. • Produce attendance reports and identify trends. • Support attendance meetings and maintain accurate attendance records. First Aid • Coordinate the day-to-day administration of first aid across the School. • Administer first aid where appropriately trained. • Maintain accurate accident, incident and treatment records. • Monitor accident trends and report concerns to the Senior Leadership Team. • Ensure first aid supplies, grab bags and emergency medication remain fully stocked and compliant. • Coordinate the safe administration and storage of medication in accordance with school policy. Academic Administration • Support the school's reporting process. • Assist with maintaining academic calendars and key school dates. • Support teaching staff with pupil information and reporting. • Assist with examination administration and the uploading of examination results to Arbor where required. • Support parent consultation meetings General Responsibilities • Attend staff meetings, training and INSET days as required. • Maintain confidentiality and comply with GDPR requirements. • Promote and safeguard the welfare of children and young people. • Work flexibly to support the operational needs of the school. • Undertake any other reasonable duties appropriate to the level of the role. Person Specification Essential • Experience in a receptionist, administration, PA or school administration role. • Excellent organisational and time management skills. • Outstanding written and verbal communication skills. • Warm, professional and approachable manner. • Excellent attention to detail. • Strong IT skills. • Experience using Google Workspace within a professional environment. • Ability to learn and confidently use Arbor and other school systems. • Ability to prioritise competing demands. • Ability to maintain confidentiality at all times. • Current First Aid at Work qualification (or willingness to undertake training). Desirable • Experience using Arbor or another School Management Information System (MIS). • Experience using OpenApply or a similar admissions platform. • Experience of admissions administration and pupil onboarding. Personal Qualities The successful candidate will demonstrate: • Exceptional organisational skills. • A calm and professional approach under pressure. • Initiative and excellent problem-solving ability. • Flexibility and adaptability. • Strong interpersonal and customer service skills. • A collaborative and positive attitude. • Commitment to safeguarding and promoting the welfare of children. • Pride in delivering an outstanding service to pupils, parents and colleagues.