Receptionist/Administrative Assistant, Open to job share

Location
Cobham, Surrey
Salary
£22,000 per annum, pro rata
Posted
15 Aug 2019
Closes
04 Sep 2019
Flexibility
Open to job-share
Contract Type
Permanent

The Yehudi Menuhin School is seeking to appoint a new Receptionist and Administrative Assistant to be the main initial contact person for callers and visitors to the School, and to contribute to the efficient day-to-day running of the School by providing administrative support

Working hours

  • 37.5 hours per week, 52 weeks a year
  • Office hours are Monday to Friday 8.30am to 5.00pm, with a one-hour break for lunch
  • Holidays 25 days are to be taken during School holidays by arrangement with the Head
  • This is a full-time job, although a job share arrangement would be considered

Salary

  • £22,000 p.a.

Receptionist Responsibilities

For most visitors or callers, the Receptionist will be their first point of contact with the School. As such, the Receptionist is the public face – and just as importantly the public voice – of The Yehudi Menuhin School.It is vitally important that this first contact is a positive one: warm, friendly, helpful, efficient and professional.

Switchboard and telephone duties

  • to answer the school switchboard and put each caller through to the relevant person or department
  • to take messages accurately and pass them on immediately
  • to check the voicemail first thing in the morning and, if the last person in the office, set the voicemail in the evening
  • to ensure that the voicemail is kept up to date, changing it as appropriate (for example, during school holidays)

Recording staff and pupil absences

  • when notified of the absence of a day pupil, boarder, or member of staff, pass on the information to the relevant people/departments and record the absences on the white board in the office, on the school calendar and in iSAMS
  • to log staff absences, informing the relevant line manager of the absence and issue the absent staff member with a self-certification form
  • Assist with the registration of day pupils and ensure that Tutors/Boarding staff have registered pupils accurately in iSAMS

Pupil registration

Welcoming and signing in visitors

  • to greet and take care of all visitors to the School
  • to assist in the administration of security within the school by signing in all visitors, following the school security procedures and making sure that they complete and wear a visitor’s badge
  • to make guest room bookings
  • to book taxis and other forms of transport
  • to sort incoming post, placing relevant items into the pigeon-holes in the White House
  • to take post for staff who do not have pigeon-holes in the office over to the staff room
  • to notify the relevant staff of the arrival of any parcels
  • to write on the whiteboard the names of any pupils for whom post has arrived
  • to forward post to former staff and to return to sender ‘junk’ mail addressed to them
  • to ensure that outgoing post is ready in good time for the afternoon collection

Dealing with incoming and outgoing post

Dealing with the maintenance of the photocopiers

Maintaining general tidiness of school office and kitchen

  • to check that photocopiers in the staff office and library are working correctly and to take responsibility for contacting the supplier should problems arise
  • to check the photocopiers regularly and restock as necessary with paper
  • take responsibility for ordering photocopier paper and keeping supplies stocked
  • Ensure all staff have copier codes and manage temporary codes for summer courses / temporary staff etc.
  • to keep the reception area tidy and free of uncollected parcels and post
  • to keep the stationery cupboard tidy and fully stocked; to order supplies for the School and Bursary, as required
  • to regularly check the milk, coffee, tea and sugar stocks and replenish when required (liaising with the catering department as necessary)
  • to keep the kitchen clean and tidy at all times
  • to keep the waiting area tidy, in particular the table, which should be stocked only with the most recent publications
  • to ensure that the shredder is emptied regularly

Act as school office Fire Officer

  • to undertake fire marshal training
  • to produce and distribute fire registers, and manage the distribution of pupil fire registers during evacuations
  • to produce staff sign in sheets and keep as an up-to-date log to use in evacuations

Administrative Duties

  • to update the live news screen as required
  • to download pupil profiles and end-of-term reports and store them on the School network
  • to email end-of-term reports to parents
  • to ensure the office file of exam results is kept up to date
  • to help generally with all mailings
  • to assist with any photocopying required
  • each half term to renew the signing out sheets in the minibus folders and pass them to the Bursary
  • to help prepare publications for display prior to Open Days
  • to help gather information for newsletters
  • to bind papers for Governors’ meetings and assemble Governors’ induction folders
  • to assist in the production of DVD covers for recordings of public concerts and in the distribution of DVDs to parents
  • to book and coordinate whole school photo
  • to coordinate leavers cards and purchase appropriate gifts
  • to provide any other administrative support as might be needed
  • to cover for absence, as required, in any other administrative area

Person specification

The successful candidate will enjoy working as part of a team.He or she will have an excellent telephone manner, a warm and cheerful personality, high levels of personal organisation and tidiness, a sense of initiative, and an ability to distinguish between what is urgent and what is less pressing.He or she will also have excellent IT skills, in particular in Microsoft Word, Outlook and Excel and a willingness to learn iSAMS, the school’s management information system.

Applications

Closing date: 9am on Wednesday 4 September 2019

Applications must be made using the School’s own application form. Please note that a CV without a completed application form will not be considered.

Interested applicants are encouraged to submit a completed application as soon as possible.The School reserves the right to interview and appoint before this date, if suitable candidates present themselves.

 

Please click 'Apply' to submit your application.