Job Description

Must have right to work in UK 52 weeks per year 8:30-5pm

Job Purpose

To manage the front reception desk, being the first point of contact for visitors and telephone calls.

To support the admin team with general admin related to the Bloomsbury site.

To support the school leadership team with the smooth running of the school.

Duties and responsibilities

Enquiries, Communication & Liaison

To act as an ambassador to the school:

Act as the first point of contact for parents, children and other visitors and calls to the school

Assess who has rung the doorbell via the camera system and make appropriate decisions on whether to let them into school premises

Full management of reception to include distributing/sorting mail, manage visitors log book, issuing security badges, escorting visitors, stationery orders, manage petty cash, oversee equipment (photocopier maintenance etc), health and safety

Monitor registers and on a twice daily basis, call families where children are absent and send absence/lateness letters to parents with support from the Headteacher as appropriate

Establish good relationships with staff, students and the wider Odyssey staff group

Maintain the Schools information system with student & family details

Ensure that all registers are up to date and follow up any unexplained absences

Monitoring school emails and forwarding / answering as appropriate

School journey and visit arrangements, including booking transport and accommodation, ensuring risk assessments have been carried out and appropriate insurance is in place

Ensure queries regarding the school via telephone or email are actioned immediately when calls and emails are received

Follow safeguarding practices when interacting with students in reception

Be firm with students when appropriate to maintain boundaries

General Office Duties

Assist in maintaining student files and online records

Make sure orders are completed weekly and receipts are stored correctly

Be self-motivated during the school holidays to complete appropriate tasks when not under direct supervision

Be aware of Odyssey's policies and procedures and follow them at all times

Maintain notice boards, sort and distribute mail and parcels

Be responsible for the school's management information system (MIS) and play a key role in the school record keeping

Liaise with contractors and suppliers

Support the SLT in confidential administrative functions

Be responsible for the emergency evacuation procedures, including sharing information with visitors to the school and new starters

Perform premises compliance checks regularly, including fire alarm, water testing

Arrange repairs and servicing of equipment

Ensure good stocks of office and educational stationery, building supplies and cleaning products, reordering when necessary and safe storage of goods

Order and provide hospitality services as required

Be first aid trained and be the primary first aider

Assist with any Petty cash and daily bookkeeping

Raise purchase orders where required and log on the purchase order system, forwarding invoices to the finance team for all resources when authorised by the Headteacher and Business Director

Check in goods and return any unwanted items

To assist the Headteacher in welcoming students to the school, including providing new parents with all the information (handbooks and any other relevant documentation)

To ensure the reception area and other parts of the school are kept legal, tidy, informative and welcoming to visitors at all times

To use all school software packages including SharePoint and ISAMS

Ensure all visitors have correct documentation and are issued a visitor lanyard before accessing the site and record in the visitors log book

Ensure the daily staff and student attendance log is updated and shared with the Headteacher, Business Director and HR Business Partner

Attend staff meetings and staff training days

Demonstrate sensitivity, confidentiality and discretion at all times

Liaise with the Business Administrator and Schools Administrator based in Wokingham to share best practice

Work with the Support Services team and Headteacher to organise events

Coordinate and distribute the school's newsletter

Update the school's website to ensure content is relevant

Any other task reasonably requested by the Executive Team

Exams Administration

Prepare and maintain examination rooms so that they meet examination bodies regulations - e.g. heating, noise level, correct posters, spacing of desks etc

Securely dispatch exam papers after each examination

To plan and produce timetables under the supervision of the Headteacher, with seating plans and desk cards for all exams

To arrange in the printing of exam papers and delivery/collection of exam materials to and from all venues

Hold records of exam materials received, to and from the exam centre

Receive and file official exam certificates

To assist in all areas of exams administration where required

Any other task as reasonably required by the Headteacher of senior team

Requirements

GCSE Grade 4 English and Maths

A Level or Equivalent experience (desirable)

Experience in an administrative environment (desirable)

Proficient in the use of MS office, especially Word and Excel

Experience working with children/young people with SEND and/or short-term difficulties (e.g. behavioural difficulties, mental health, physical disabilities) (desirable)

Excellent interpersonal and communication skills

High level of confidentiality

Strong organisational and time management skills

Excellent attention to detail

Working knowledge of iSAMS (desirable)

Knowledge of safeguarding of children and young people

Patient and calm

Comfortable working alone or remotely from other members of your team

Self-motivated

Have a professional, helpful and friendly approach in order to ensure a positive image is conveyed

Job Type: Full-time

Pay: 25,396.80 per year

Benefits:

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