School Administrator and Receptionist

The Receptionist & School Administrator is a key member of the School's administrative team, providing a professional, efficient and welcoming front-of-house service while supporting the day-to-day operation of School.

As the first point of contact for pupils, parents, visitors and external agencies, the postholder will ensure an exceptional reception service while providing high-quality administrative support across attendance, admissions, first aid, school information systems, school communications and general school operations.

The role requires an organised, proactive and personable individual who enjoys working in a fast-paced environment, can manage multiple priorities and is committed to supporting the smooth running of the School.

Main Duties and Responsibilities

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• Be the first point of contact for visitors, parents, pupils, contractors and external agencies.
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• Provide a warm, professional and welcoming reception service.
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• Answer and direct telephone calls, emails and general enquiries.
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• Manage visitor sign-in procedures, ensuring safeguarding procedures are followed at all times.
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• Receive, distribute and organise incoming post and deliveries.
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• Maintain a tidy, welcoming and professional reception area.
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• Prepare meeting rooms and refreshments when required.
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• Provide high-quality administrative support to the Headteacher, Executive Assistant and Senior Leadership Team.
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• Manage and prepare the daily bulletin
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• Draft correspondence, letters, newsletters and school communications.
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• Take minutes during meetings where required.
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• Maintain confidential records in accordance with GDPR.
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• Support school projects and ensure administrative deadlines are met.
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• Assist with recruitment administration and safer recruitment processes.
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• Support management of office and first aid supplies.
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• Support the organisation of school events, parents' evenings, open mornings, educational visits and whole-school activities.
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• Coordinate NHS vaccination programmes and maintain associated records.
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• Liaise professionally with pupils, parents, Local Authorities and external agencies.
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• Provide cover and support colleagues during busy periods.
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• Produce a b-weekly newsletter
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• Maintain accurate pupil, staff and attendance records using Arbor.
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• Support the administration of OpenApply where required.
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• Set up new pupils and staff on Arbor.
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• Assist with the annual Arbor rollover and preparation for the new academic year.
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• Produce reports and data for senior leaders.
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• Ensure school information is accurate, secure and GDPR compliant.
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Working closely with the Executive Assistant and Headteacher:

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• Support pupil admissions from enquiry through to enrolment.
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• Maintain accurate admissions records within Arbor and OpenApply.
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• Support preparation of admissions correspondence and joining documentation.
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• Liaise with previous schools, Local Authorities and external professionals to obtain records.
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• Assist with onboarding new pupils and maintaining admissions documentation.
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• Lead the school's daily attendance and punctuality procedures.
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• Ensure class registers are completed accurately and on time.
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• Follow up missing registers with teaching staff.
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• Contact parents regarding unexplained absences.
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• Produce attendance reports and identify trends.
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• Support attendance meetings and maintain accurate attendance records.
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• Coordinate the day-to-day administration of first aid across the School.
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• Administer first aid where appropriately trained.
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• Maintain accurate accident, incident and treatment records.
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• Monitor accident trends and report concerns to the Senior Leadership Team.
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• Ensure first aid supplies, grab bags and emergency medication remain fully stocked and compliant.
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• Coordinate the safe administration and storage of medication in accordance with school policy.
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• Support the school's reporting process.
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• Assist with maintaining academic calendars and key school dates.
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• Support teaching staff with pupil information and reporting.
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• Assist with examination administration and the uploading of examination results to Arbor where required.
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• Support parent consultation meetings
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• Attend staff meetings, training and INSET days as required.
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• Maintain confidentiality and comply with GDPR requirements.
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• Promote and safeguard the welfare of children and young people.
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• Work flexibly to support the operational needs of the school.
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• Undertake any other reasonable duties appropriate to the level of the role.
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Person Specification

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• Experience in a receptionist, administration, PA or school administration role.
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• Excellent organisational and time management skills.
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• Outstanding written and verbal communication skills.
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• Warm, professional and approachable manner.
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• Excellent attention to detail.
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• Strong IT skills.
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• Experience using Google Workspace within a professional environment.
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• Ability to learn and confidently use Arbor and other school systems.
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• Ability to prioritise competing demands.
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• Ability to maintain confidentiality at all times.
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• Current First Aid at Work qualification (or willingness to undertake training).
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• Experience using Arbor or another School Management Information System (MIS).
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• Experience using OpenApply or a similar admissions platform.
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• Experience of admissions administration and pupil onboarding.
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The successful candidate will demonstrate:

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• Exceptional organisational skills.
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• A calm and professional approach under pressure.
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• Initiative and excellent problem-solving ability.
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• Flexibility and adaptability.
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• Strong interpersonal and customer service skills.
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• A collaborative and positive attitude.
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• Commitment to safeguarding and promoting the welfare of children.
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• Pride in delivering an outstanding service to pupils, parents and colleagues.
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