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THE HIGHCREST ACADEMY

JOB DESCRIPTION

|Receptionist/Administrator |

You will be accountable for ensuring that, as first point of contact, Reception is a pleasant and welcoming experience for all visitors and telephone callers. Confidential and sensitive information should be dealt with appropriately and the Reception should be manned at all times.

You will be responsible to: The PA to Principal/Office Manager

Main Duties and Responsibilities:

Reception Duties

• To staff the reception point and operate the switchboard and gate entry system

• To ensure all guests receive appropriate hospitality

• To ensure all messages are delivered to relevant students/staff elsewhere in the school, using email or personally delivering urgent messages

• To log in pupils arriving late and log out pupils given permission to leave early

• To log in all visitors and prepare and distribute badges

• To ensure staff signing out book is maintained

• To frank and dispatch letters, addressing envelopes as necessary

• To photocopy/shred as required

• To record and store confiscated items

• To administer the On Call system

Word-Processing and Desk-Top Publishing Services

• To provide general word-processing/typing services as delegated by the Office Manager, SLT, Heads of Learning

• To assist in the preparation of letters, reports, flyers, notices, brochures, booklets, certificates, forms and other items as required

Maintaining Student Data/ Paper Files

• To assist with the administration of Year 7 admissions and inputting of new students’ data

• To assist with the computer entries of general data about pupils so that records are kept up-to-date including (but not limited to) contact details

• To assist the Attendance Officer with computer entries relating to student attendance

• Archiving of all files/records created and held in Reception

• To print Data Checking Sheets for Academic Review Day and assist in updating

• To print registers for Academic Review Day/Parents’ Evenings/Mufti-days etc

• Filing of Head of Learning paperwork in the relevant pupil files

• To assist with the computer entries/and student paper files relating to students joining or leaving the school

• Archiving of student records at the end of the academic year/move to Sixth Form and disposal of student files no longer required

Other

• To empty external postbox every school day

• To administer Free School Meals and produce weekly report for Lunchtime Supervisors

• To support the Isolation Support Facilitator as necessary with administration, appointments, and telephone calls

• To record and ensure students receive work sent home as instructed

• To monitor/co-ordinate uniform loaned out to students

• To be the contact with the uniform suppliers, administer uniform orders, liaising with parents and tutors as necessary

• To maintain the Waiting List, liaising with parents and BCC as necessary

• To administer Detentions, sending text messages to parents and updating Go4Schools as necessary

• To keep Supply Teachers’ packs up to date and complete

• To maintain an adequate stationery supply

• To empty the dishwasher each morning and start the cleaning cycle each evening

General

• To undertake other training as required

• To participate in the Academy’s performance appraisal system

• Attendance at Open Evenings, Academic Review Days/Evenings and Parents Evenings as required on a rota basis with other Admin staff, dependent on contract of employment

• All staff are required to read and understand the document Keeping Children Safe in Education, Part 1 and Appendix A (Sept 2018) along with the academy’s policies relating to Safeguarding and Child Protection, all of which are available electronically

• The Academy has a clear process where every member of staff must report any concern they have about a child directly to the DSL Team. This process is outlined during induction, regularly at whole staff meetings and in weekly bulletins. Details of the DSL Team is displayed daily in reception. Any queries regarding any aspect of safeguarding must be made to a member of the DSL Team.

• All staff are required to read and understand the academy GDPR policy to ensure that all personal data collected about staff, pupils, parents, governors, visitors and other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR) and the expected provisions of the Data Protection Act 2018 (DPA 2018) as set out in the Data Protection Bill.  This policy applies to all personal data, regardless of whether it is in paper or electronic format.

• The Postholder must be prepared to carry out additional duties, which may reasonably be required by the Principal. The duties of this post may vary from time to time, as required by the Principal, without changing their general character or level of responsibility.

• The Academy follows Safer Recruitment Guidelines and reserves the right to delay an applicant’s start date if any checks are outstanding. This includes an online DBS check and where necessary an overseas check.

Postholder

Signature: …………………………………………………..

Printed Name: …………………………………………………..

Date: …………………………………………………..

Line Manager

Signature: …………………………………………………..

Printed Name: …………………………………………………..

Date: ……………………………………………….….

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