JOB DESCRIPTION - YPS Admin - Amazon S3



5483860171450Office Use OnlyReviewed May 2021To be reviewed: Mar 201700Office Use OnlyReviewed May 2021To be reviewed: Mar 2017JOB DESCRIPTIONReceptionist and Administrative Support Job Share position KEY OBJECTIVE:Based in our School Reception area, you will be the first point of contact for welcoming visitors and callers to the school. The Receptionist will also take responsibility for management of new student enrolments, telephone system and directory, stationery, keys, evacuation systems and material updated. Further administrative tasks will be undertaken as required, providing ongoing administrative support to the Deans, HR and Business Manager and when required Senior Leadership Team.REPORTS TO:HR and Business ManagerFUNCTIONAL RELATIONSHIPS:No direct reports.Functional relationships with afternoon reception role, Principal, Deans, SLT and staff.RENUMERATION:As per Support Staff in Schools Collective Agreement, Administrative Grade CSCOPE:Permanent, part-time (job share) position – 41 weeks per year (term time only position) this position returns one week earlier at the beginning of the academic year. HOURS:Term time only.Position #1 - Monday to Thursday: 8.30am – 2.00pm - 22 hours per weekPosition #2 – Monday to Thursday: 2.00pm – 4.00pm and Fridays 8.30am – 4.00pm KEY RESPONSIBILITIESOUTCOMESReceptionGreet and welcome visitors to the school; ensuring they sign in on the iPad and contacting the relevant staff members.School visitors are met with professionalism and warmth, with requests and appointments handled efficiently.Check and sign for deliveries and note sender and addressee information, informing the relevant member of staff of a delivery. Always keep reception area neat and tidy.Reception always looks welcoming and neat.Assist with any refreshments for visitors as requested for meetings.Receive and sort mail in a timely manner. Process mail at the end of the day (afternoon shift) making sure it is sent in a timely manner. Assist staff with sending of larger packages and courier parcels.Assist with any refreshments for visitors as requested for meetings.Receive and sort mail in a timely manner. Process mail at the end of the day (afternoon shift) making sure it is sent in a timely manner. Incoming and outgoing mail is dealt with in a timely manner.Assist staff with sending of larger packages and courier parcels.Telephone SystemOperate the telephone switchboard, receiving and transferring telephone calls, announcing callers, and taking brief messages.Telephone calls are answered and dealt with professionally.Ensure all voicemail messages to main office number are taken and directed to staff members. Maintain and ensure that the answer message is appropriate.Report telephone equipment and line faults to the IT manager.Phone systems are operating effectively and minimising any downtime.Train all new staff in the operation of the telephone systems as part of the New Staff Induction process.All staff fully trained on own phone systems.Review and update on a regular basis the staff contact, and telephone extension lists through the student management system, Kamar and distribute phone lists as required.Update staff phone and contact list is always available.PhotocopyingMonitor teachers photocopying tray and either complete or assign to gap students depending on their availability. Discuss any bigger jobs and capacity to complete with HR & Business Manager to ensure photocopying jobs can be resourced effectively. All photocopying is completed accurately and on time for teaching staff.Responsible for the on-going day to day maintenance and clearing of small technical/jamming issues of the copiers in the resource work room.Photocopiers are available and any down time minimised.Ensure all consumables are kept in stock and machines are fully stocked up each morning/afternoon.Consumables always on hand.Person of contact for any breakdowns of copiers, ensuring appropriate technicians are called and followed up on.Major breakdowns fixed as soon as possible4. AdministrationUndertake regular and ongoing administrative work for our team of school Deans, HR & Business Manager and assist the School Systems administrator with any overflow administration work for the Senior Leadership team from time to time. Provide administration support for other areas as part of the administration support team. This may include design of posters, brochures, ads for print and digital media, typing, presentations, spread sheeting, formatting documents, coordinating meetings and events and other similar administrative tasks as required. Maintaining and updating of the school website to keep all Information up to date and relevant. This will involve updating of photo’s and forms and brochures.Monitor the school facebook page during receptionopen hours for content. As well as assisting the social media role from time to time.Administration tasks are completed in a timely manner and to a very high standard.? The NCG website is alive and an appealing site for and all information is relevant and current.The school official Facebook page has relevant and timely posts, celebrating achievements and activities. Assist, when necessary, with the clearance of the school student absence phone line each morning. Recording any student absence information into the Student Management system, Kamar and advising the Student Office of any other student appointment details. In conjunction with the Student Office all recording of student absence messages are cleared in a timely manner and dealt with appropriately.Enter all new student enrolments on the School Management System, Kamar. This is particularly busy during August/September with new intakes. Send out –emails to confirm enrolment. All student details are entered quickly and correctly.Keep student and staff information up to date on Kamar e.g., email address, address details.Student information is kept up to date.Monitor main school incoming admin e-mail account and re-direct e-mails appropriately and in a timely manner.School administration inquiries are dealt with effectively and efficiently. Set out School newsletter deadline and publish dates at the beginning of each term. Newsletters are sent out either electronically or posted on time. Liaise with areas of the school to produce School newsletter as per agreed publishing dates.Liaise with Heads of learning areas at the end of year and put together stationery and workbook list to be published on-prehensive lists are published on time.Using the School Management System, Kamar send out communications and provide reporting when requested.Timely and accurate communications and reporting completed via Kamar. 5. StationeryTake responsibility for the management of school stationery supplies.A system of stationery management is established and maintained, ensuring that supplies are available and in stock. Develop a strong relationship with the stationery suppliers and complete regular supply cost reviews.6. KeysManage the keys and security access cards for staff and users across the school.Keys are only held by current staff and approved key holders, with temporary keys managed diligently to ensure school security is maintained.7. Room ManagementManage the booking of meeting rooms on-site.Room users are made aware of the terms and conditions of use and have a positive experience dealing with our school.8. Health and Safety & EvacuationsKeeping all evacuation material up to date and current.Evacuation processes are streamlined and efficient and health and safety issues are addressed and expedited in a timely manner. In the event of a fire and/or any other emergency which requires staff to vacate the building, the Receptionist is to take responsibility for moving the sign-in sheets and visitor records to the outside meeting point. Assist with evacuation procedures and associated health and safety issues.9. OtherThis role forms part of the support staff admin team and may be required to learn and step into other roles/tasks in times of other staff absences or during peak workflows.Additional duties completed as requested.Any other duties as required and agreed from time to time.Personal Skills and Attributes Professional dress and appearance.Punctual. Professional and friendly telephone manner.Ability to provide a welcoming environment.Able to deal with regular interruptions while still maintaining a calm disposition and reception area.Thrives working in a hectic environment and able to prioritise workloads.Ability to use initiative and apply sound decision-making skills whilst understanding that some matters need to be referred to others.Ability to work in a professional, discreet, and sensitive manner. Establish and develop appropriate relationships with parents, staff, and students.Excellent communication skills (both verbally and in writing) Good problem solver.Approachable and empathetic. Organised and resourceful. Friendly and enthusiastic support staff team player who likes to help and support the wider support staff admin team and other activities within the school community.IT SkillsConfident user of Word, Excel, Publisher, PowerPoint. Ability to pick up new systems with ease e.g., Microsoft Office 365, Creative Cloud Apps, including InDesign, and school student management systems.Other RequirementsSatisfactory police vetting prior to commencing and updated every three years.Participate in a performance review annually on anniversary of commencing.right8239125ON APPOINTMENT Employee: ______________________________Date: ______________Principal:_______________________________Date: ______________020000ON APPOINTMENT Employee: ______________________________Date: ______________Principal:_______________________________Date: ______________ ................
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