School Administrator / Receptionist
Reports to: School Business Manager / Headteacher
Location: Southampton
Purpose of the Role
To provide an efficient, professional, and welcoming reception and administrative service to the school. The postholder will be the first point of contact for pupils, parents, visitors, contractors, and external agencies, ensuring that all enquiries are handled courteously and efficiently while providing comprehensive administrative support to the wider school team.
Key Responsibilities
Reception Duties
- Welcome visitors, parents, pupils, and contractors in a professional and friendly manner.
- Operate the school's reception area and maintain a positive first impression of the school.
- Answer and direct incoming telephone calls and respond to email enquiries promptly.
- Manage the signing-in and signing-out procedures for visitors and contractors in line with safeguarding requirements.
- Receive and distribute deliveries, post, and parcels.
Administrative Support
- Provide general administrative support to the Headteacher, School Business Manager, and teaching staff.
- Maintain accurate pupil records and update school databases.
- Prepare letters, reports, newsletters, forms, and other documentation.
- Photocopy, scan, file, and archive documents as required.
- Order and monitor office supplies and stationery.
- Assist with maintaining school calendars, appointments, and meeting arrangements.
- Support the administration of admissions and pupil enrolment processes.
Attendance and Pupil Records
- Record daily attendance and follow up on unexplained absences in accordance with school procedures.
- Maintain accurate attendance records using the school's management information system.
- Liaise with parents regarding attendance and punctuality where appropriate.
Communication
- Act as a point of contact for parents, carers, staff, governors, and external agencies.
- Respond to enquiries professionally or refer them to the appropriate member of staff.
- Maintain confidentiality at all times.
Safeguarding and Compliance
- Adhere to all safeguarding and child protection policies and procedures.
- Ensure visitor safeguarding procedures are followed.
- Maintain confidentiality in accordance with GDPR and school policies.
- Comply with all Health and Safety policies and procedures.
General Duties
- Support school events, parents' evenings, and other activities where required.
- Assist with administrative projects as directed by the School Business Manager or Headteacher.
- Undertake any other duties appropriate to the grade of the post.
Person SpecificationEssential
- Previous experience in an administrative or receptionist role.
- Excellent communication and interpersonal skills.
- Strong organisational and time management skills.
- Good working knowledge of Microsoft Office (Word, Excel, Outlook).
- Ability to work independently and as part of a team.
- Excellent attention to detail.
- Professional, approachable, and customer-focused manner.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Desirable
- Previous experience working within a school or educational environment.
- Experience using a school Management Information System (e.g. Arbor, SIMS, Bromcom).
- Knowledge of school safeguarding procedures.
General Responsibilities
- Promote and safeguard the welfare of all children and young people.
- Support the school's values, policies, and procedures.
- Comply with Equality, Diversity, and Inclusion policies.
- Participate in relevant training and professional development.
- Carry out any other reasonable duties commensurate with the level of the post.
This job description may be reviewed and amended from time to time to meet the changing needs of the school.
MUST HAVE ENHANCED DBS!!
Pay: £16.73-£18.00 per hour
Application question(s):
- When are you available to start?
- Do you have an enhanced DBS?
Experience:
- school Admin: 1 year (required)
- school receptionist: 1 year (required)
- SIMS/Bromcom: 1 year (preferred)
Work Location: In person
