Job Description

Job Title:

School Receptionist / Administrator

Reporting to

: PA to Bursar with dotted line to HR Manager

Key Tasks and Responsibilities:

Reception

To welcome all visitors to the College, identifying the appropriate host, and announce the arrival of their guest, ensuring that all visitors are issued with a visitor's pass. These must be strictly controlled to minimise unauthorised access to the site.

To answer incoming telephone calls and accurately route to the appropriate recipient or respond to / resolve general queries. The post-holder will also be responsible for accessing and dealing with all voicemail messages, either through passing on a message or resolving at first point of contact.

To promote and maintain a professional, safe, tidy and presentable environment, ensuring that the Reception area always adheres to the required standards to ensure we maintain our reputation as one of the most beautiful schools in West Sussex.

To maintain security standards and report any faults to the appropriate person.

Administration

To assist the Human Resources (HR) team with compliance checks for all sites, including the Childcare Disqualification forms and completing the mandatory online checks for each candidate (KCSIE 2025), ensuring all forms are returned in a timely manner any non-compliance issues or concerns are escalated to the HR Manager.

To support the HR team with any general administrative duties that may be asked of you.

To oversee new staff ID in conjunction with HR and Security, ensuring the VLE staff database is kept up to date.

To update Phone Link with new staff/leavers as advised by HR.

To record all daily pupil sickness absence, late and unauthorised absences, ensuring the relevant registers are maintained in accordance with the Registration policy.

To follow up pupil absences to determine the reasons for absence, updating the daily absence lists on the VLE, advise Housemistress/Housemaster (HMM) and Senior Deputy Head and update iSAMS.

To update 'permission to drink alcohol' and 'permission to bring a car to school' list on the VLE, printing lists and giving copies to the Common Room as necessary.

To process 'leave of absence' forms, emailing students and HMMs and updating iSAMS, spreadsheets and filing forms.

To monitor co-curricular attendance and send HMMs a daily attendance report.

To organise student birthday cards for all sites and arranging for them to be distributed.

This job description sets out the main duties at the time it was drawn up.? Such duties may vary occasionally but without changing the general character of the duties or the level of responsibility entailed.?

Skills and Experience

Essential

Previous experience of working in a school or similar role and environment. Previous experience of operating a telephone switchboard. Ability to communicate in a warm, engaging manner with staff, pupils, parents and visitors and be an ambassador for the College. Ability to adapt with completing deadlines and able to prioritise workload. Ability to multi-task during busy periods. Excellent verbal and written communication skills. A good working knowledge of Microsoft Office products.

Desirable

Ability to operate in-house systems although training will be provided.

Hours

This is a term time only position (33 weeks).

Hours to be worked Monday - Friday from 07.45am - 1.15pm, and every alternate Saturday from 8.00am - 1.00pm.

During the school summer holiday period, the post-holder will be required to work for one day the first and last week of the holidays from 08.00am - 1.00pm.

In addition, there is a requirement to work Open Days, Founder's Day and the day pupils arrive for the start of the new academic year at the beginning of the Advent Term, which typically falls on weekends.

Application Procedure:

Applications should be made using the application form.

Application forms are available from the College website www.lancingcollege.org.uk.

Please send any emails to recruitment@lancing.org.uk

Informal conversations about the post may be arranged with the PA to the Bursar, Laura Davies ldavies@lancing.org.uk

A full curriculum vitae and the names, addresses and telephone numbers of a minimum of two referees, one of whom should be the candidate's current or most recent employer should be included with the application.

Applications will be reviewed on receipt and candidates may be invited to interview before the closing date. Early application is therefore advised.

Job Type: Part-time

Pay: 14,713.75 per year

Expected hours: 27.5 per week

Benefits:

Company pension Free parking On-site parking
Work Location: In person