Westfield Academy wishes to appoint a Cover Receptionist, Lettings and Reprographics Administrator to join our administrative team and provide support covering our main reception, carrying out all administration relating to bookings of the school premises by internal and external stakeholders and also offering part time support to our busy reprographics department. You will also be responsible for maintaining and promoting our preloved uniform service, accepting donations, liaising with parents and promoting the service at school events.
We are ideally looking for someone who is organised, flexible, able to meet deadlines and work well under pressure.
Candidates should be educated to GCSE level. Experience in a similar role would be preferable, but not essential as full training will be given. Please see application pack for full details.
Duties
Lettings
- Carry out all administration relating to bookings of the school premises by outside groups including receiving enquiries, booking facilities, answering queries or issues that arise, referring to Business Manager or Site Manager, where required.
- Ensure an accurate and comprehensive diary of lettings is kept and shared with key school staff including the site team, SLT, Finance Assistant and relevant departments.
- Liaise with the School calendar facilitator to ensure school events do not clash with external bookings and make necessary arrangements to cancel external bookings where required.
Minibuses/Vehicles
- Maintain records for MOT, servicing and 10 weekly inspection checks
- Maintain minibus online staff booking system
- In conjunction with the Site Manager, book appointments with leasing company or local garage for MOT, servicing and inspections
- Maintain records of minibus training undertaken by staff
- Collate annual risk assessments for minibus drivers and for staff using their own vehicle for work business
- Ensure minibuses are kept clean and records are completed as required. Liaising with users to rectify issues or report to Site Manager.
- Drive minibuses to the local garage for servicing and inspections. On occasion, refuel minibuses to support curriculum departments. Note: a Category B (car) manual driving license is required.
Reprographics
- Operate photocopiers and other equipment in reprographics to provide a high quality print and design service for the school.
- Keep track of and order paper stock and toners, informing the Finance team as necessary.
- Arrange maintenance and updating of reprographics equipment as required and in liaison with ICT Technicians.
- Manage reprographics/printer department accounts, ensuring departments are charged accordingly.
Reception and First Aid
- To be the key administrator to provide cover for the main and student receptions in the absence of reception staff or to cover for lunch. To provide back up for first aid as required.
- Undertake day to day reception duties when providing cover.
Preloved Uniform
- Liaise with parents and carers, responding to enquiries and coordinating uniform donations, purchases, and collections.
- Manage the school's pre-loved uniform service, including organising stock, maintaining displays, and ensuring items are clean, presentable, and readily available.
- Plan and run pre-loved uniform sales and school events, promoting the service and providing a welcoming, helpful experience for families.
Other
- Carry out any other duties that may be reasonably required as directed by the Headteacher or Business Manager, and as deemed appropriate for this level of post.
Person Specification
Qualifications and Training
Essential
- GCSE/Level 2 qualifications in English and Maths (Grades A-C or 4+) or equivalent functional skills
- First aid qualification (or willing to achieve)
- Hold Manual Category B (car) driving licence and willing to drive a minibus. An assessment of skills will be required.
Desirable
- Administration Level 2 or 3 qualification
- 5 GCSE/Level 2 qualifications (Grades A-C or 4+)
Knowledge and Skills
Essential
- ICT literate, experience of word processing, spreadsheets, and database packages.
- Good telephone manner
- Accuracy of written and oral communication
- Organised and able to prioritise
- Methodical approach to work tasks
Desirable
- Knowledge of google systems including apps and file sharing
- Experience of operating photocopiers / printers and other reprographics equipment.
Experience
Essential
- At least two years experience of working in an administration role
- Experience of maintaining records, both in paper and electronic format
- Experience of working in a busy, pressurised environment
Desirable
- Experience of working in a reception or customer focused role
- Experience of working in a school or similar environment
- Experience of developing and improving work systems
Personal Qualities
Essential
- Self motivating and the ability to work collaboratively within a team
- Customer focused approach
- Professional integrity and maintain confidentiality at all times
- Shows initiative and tenacity
- Flexible to meet the needs of the role, conflicting priorities and supporting the wider administration team
- Uphold and promote the ethos and values of the school
For further details please follow the links below and visit our website, or contact our HR & Student Data Officer Rhiannon Briggs, [email protected].
Pay: £21,556.00-£22,255.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
