Job Title: Receptionist/Attendance Officer
Department: Administration
Responsible to: Academic Data Manager
Purpose of the job:
The Receptionist/Attendance Officer is a key member of the Administration team. Exceptional administrative skills, flexibility, the ability to work under guidance to deadlines as well as being self-directed and showing initiative are key characteristics of the post-holder. The Receptionist/Attendance Officer supports all members of the community through the efficient running of attendance and the college reception.
By nature of the role, the following list is not exhaustive but is a guideline as to the main requirements of the role. The Receptionist/Attendance Officer must be flexible, able to prioritise and be prepared to carry out reasonable tasks not necessarily covered within this Job Description.
Main responsibilities:
Reception
- Manage all incoming telephone calls/enquiries in a prompt, courteous, and professional manner, ensuring enquiries are directed to the appropriate departments efficiently and any messages are passed on.
- Welcome and register all visitors and guests to the college, issuing visitor identification, maintaining accurate sign-in records, and upholding safeguarding and security procedures.
- Provide timely assistance to visitors, responding to general enquiries and offering support while they wait to meet with relevant staff members.
- Maintain a high-standard reception environment, ensuring the area remains clean, organised, and presentable at all times.
- Conduct tours of the college, as required.
- Accept and sign in all deliveries into the building.
- Record all exam deliveries and promptly pass to Exams staff, ensuring no other person comes into contact with the delivery.
- Greet contractors and allocate to a Facilities staff member.
Attendance
- Monitor registration in line with the Attendance Policy and the Missing Child Policy.
- Ensure morning and afternoon registers have been accurately taken in accordance with UKVI requirements.
- Ensure all late arrivals and early departures are logged correctly.
College Support:
- Invigilate examination sessions, as required;
- Attend all staff meetings, INSET training days/events and any other calendared events where full staff attendance is required.
Health & Safety:
- Comply with all health and safety procedures as required by the college on all sites;
- Report any concerns, issues and near misses;
- Keep up to date with all relevant training;
- Support the administrative processes around evacuation and lock-down procedures;
- Act as a Fire Marshal if asked to do so and trained appropriately.
Safeguarding Responsibilities:
Cardiff Sixth Form College is committed to its responsibility for safeguarding and promoting the welfare or its students in line with government recommendations and policies. Due to this, all staff at the college have a responsibility for safeguarding and reporting any concerns regarding students to the DSP or a Deputy Safeguarding Officer. Your safeguarding responsibilities mean that you will need to:
- Demonstrate a commitment to promoting and safeguarding the welfare of children and young persons in line with College Policy and procedure.
- Respond and deal with incidents in a sensitive, empathetic and supportive manner, reporting any incidents to the accommodation manager and pastoral team.
- Undertake initial and regular safeguarding training and be willing to undertake additional safeguarding training to enhance professional development.
Skills & Requirements:
- Some experience of attendance/administrative work;
- Familiarity with complex organisations such as (but not necessarily) a school;
- Ability to optimise efficiency and advise over process improvements;
- Multi-tasking and time management capability;
- Excellent written and verbal communication skills;
- Integrity and professionalism;
- Proficiency in MS Office and ability to transfer skills into other IT programmes and systems;
- Qualifications relevant to the role.
Person Specification:
- Be able to manage the demands of a role which require flexibility, initiative, periods of high pressure, the ability to meet deadlines and to self-initiate tasks;
- Be adaptable and show good judgement;
- Have outstanding organisational skills and an ability to complete tasks without supervision whilst also functioning as a part of a team;
- Work effectively with other people by being self-aware, treating people equally and sensitively, whilst ensuring all aspects of confidentiality are maintained;
- Develop good working relationships with colleagues;
- Communicate clearly by getting the message across effectively, listening carefully and responding to feedback;
- Represent CSFC professionally and adhere to the highest levels of service with all stakeholders including students, parents, agents, guardians and external service providers;
- Be positive in outlook and supportive in all aspects of work;
- Be willing to undertake further professional training/qualifications, as required;
- Be an outstanding ambassador for Cardiff Sixth Form College and Dukes Education.
Terms & Conditions:
Remuneration: Dependent on experience
Working Hours: 37.5/week. Shift patterns by agreement (within 0800-1800, Monday-Friday)
Holiday entitlement: 38 days (inclusive of the 8 normal bank holidays)
Notice period: 1 month
Probationary period: 6 months reviewable at discretion of CSFC
Pension: Inclusion in the Cardiff Sixth Form Pension Plan
Training: Commitment to ongoing training, as required
Cardiff Sixth Form College is an equal opportunities employer and is caring and reasonable in its approach to all staff.
Pay: Up to £27,000.00 per year
Benefits:
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
- Store discount
- Work from home
Work Location: In person
