Overview
Westonbirt School are seeking a friendly, organised, and proactive Receptionist & Admin Assistant to join our senior school team. This is a key front‑facing role, acting as the first point of contact for parents, pupils, staff, and visitors, while also providing essential administrative support to ensure the smooth day‑to‑day running of the school.
The successful candidate will have excellent communication skills, strong attention to detail, and the ability to work collaboratively across departments in a busy and welcoming school environment.
Hours & Salary
- Part time position for 16 hours per week, Thursdays and Fridays, 9.30am to 6pm, term time only. You will also be required to work Saturdays for school events, sports fixtures, open days and admissions activities. Approximately 10 x Saturdays each term. The times to be confirmed inline with the Saturday event and activites programme.
- Salary: £13.25 per hour.
Responsibilities
Admin Responsibilites:
- In charge of parent communications, calendar, bulletin, letters and iSAMS communications across the senior school. Including the preparation and distribution of mail-outs to parents and guardians;
- Pupil Administration: Maintain accurate pupil attendance and absence records using iSAMS. Monitor daily and future absences, contacting parents where necessary and informing relevant staff.
- Update and maintain pupil records including pupil files and assisting with end of year rollover and new starters.
- Support the administration of school trips, clubs, and events. Maintain and update school calendars and parent portals.
- Prepare and maintain year group, class, and house lists. Coordinate fire registers in liaison with the designated Fire Officer.
- Working with the Data Manager to ensure information on parent portal (MSP) is correct and up to date.
- Extra-curricular clubs: liaising with finance, updating booking forms and distributing to the relevant staff and the Portal.
Reception Responsibilities:
- Monitoring the main office email inbox, using initiative to answer questions where possible before forwarding on to relevant staff;
- Ensure visitors are signed in and out, issued badges, and directed appropriately.
- Maintain a tidy, welcoming, and well organised reception area (with housekeeping staff support).
- Manage incoming and outgoing post distribution. Prepare refreshments for meetings and prospective parents and visitors.
- General Support & Logistics Assistance with day-to-day school operations, including: Collecting pupils for appointments
- Manage all incoming and outgoing communications (telephone, email, messages), ensuring queries are handled promptly and appropriately.
- Build positive relationships with parents, supporting clear and effective communication between home and school.
- Work collaboratively with teaching staff, HR, finance, estates, and catering teams to support the smooth running of the school.
- Take the afternoon registration Work alongside the other receptionist to ensure a smooth running of the school.
Other Responsibilites:
- Support with key admissions events such as Open Mornings and Parent Evenings, as required.
- Support the wider administrative team with tasks such as photocopying, mailings, and data input.
- Any other administrative duties identified by the line manager as falling reasonably within the scope and range of the position.
The successful candidate will have the following skills, experience and qualities:
Skills:
- Excellent written communication skills with the ability to produce high quality documentation
- Excellent level of interpersonal skills to enable liaison with staff, parents, pupils, and external organisations
- Excellent organisational skills
- Ability to work methodically and efficiently with good attention to detail
- An ability to work collaboratively across many departments and develop and maintain positive and supportive working relationships
- A flexible attitude towards duties and working patterns to fulfil the requirements of the role.
Experience and Knowlage:
- A confident IT user with experience of Microsoft Office and database software (iSAMS desirable, though training can be given)
- Proven experience of the operation of administrative systems
- Sound working knowledge of admin and office systems
- Knowledge and awareness of the importance of confidentiality and data protection
- Knowledge and awareness of the independent school sector.
Personal Qualities:
- A ‘can do’ attitude and the willingness to work hard to get things done
- Resilience and a calm manner
- Ambition, energy, enthusiasm and commitment
- A confident and outgoing personality that will be able to maintain the support of colleagues, parents and pupils
- A team player with a willingness to work collaboratively with others, sharing tasks where necessary.
- A good sense of humour.
Applicants should complete the school’s application form
The application form may be accompanied by a covering letter of no more than one page.
Applications will be reviewed as they are received, and we will organise interviews as we
receive applications. Prompt application is encouraged.
Westonbirt Schools are committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers, reference and medical checks and the Disclosure and Barring Service.
Wishford Education is an equal opportunities employer and welcomes applications from all backgrounds. Appointments will be made solely on merit and will be made without regard to age, disability, gender, nationality, race, colour, ethnicity, or religion.
Pay: £13.25 per hour
Benefits:
- Cycle to work scheme
- Free parking
- On-site parking
Work Location: In person
