RECEPTIONIST / ASSISTANT SECRETARY
TERM TIME, 4 DAYS PER WEEK
To act as an efficient and effective Receptionist for the school and provide a secretarial service to the Head of Senior School and other school teaching staff, and to assist with the school’s administrative and clerical functions in providing a high standard of administration in a rapidly developing school environment; to liaise with parents throughout the day; to assist pupils with daily requirements, including sickness.
The basic working hours for this post will be 32 hours per week Monday to Thursday for 39 weeks per year.
The school is committed to safeguarding and promoting the welfare of children, and the successful applicant will be required to undertake an enhanced DBS check.
Applicants should submit a detailed CV with a covering letter to:
Mr C Heald, Bursar, Westbourne School, 60 Westbourne Road, Sheffield S10 2QT or by email to email@example.com
The position will commence on 8th January 2018.
Closing date for applications is 24th November 2017.
Interviews will take place during the week commencing 27th November 2017.
The key duties of the post are as follows:
1 To ensure that visitors and callers for the Headmaster and other school staff are courteously and correctly received and provide refreshments as necessary. To deal sensitively with anxious, distressed or impatient callers, whether by telephone or in person. To ensure all visitors sign in and follow safeguarding procedures;
2 To provide a secretarial service to the Head of Senior School and other senior staff, including (but not limited to):
3 To type letters, reports, memoranda and other documents, using appropriate equipment, including word processors and office management systems. This will include typing of a confidential nature and general support typing. To input computer data for past, present and prospective pupils onto the school’s databases;
4 To receive and relay promptly any telephone or other messages, dealing as appropriate with routine enquiries. To liaise, as required, with Governors, teachers, etc;
5 To accept, check and sign for deliveries and distribute post promptly, to mail and prepare items for mailing and to keep the Senior School reception, office and desk presentable and in order;
6 To undertake filing, reprographic duties and associated tasks for Senior School staff;
7 To ensure the efficient admission, transition and transfer of pupils to the Senior School from other schools and also from the Junior School;
8 To liaise with the external school nurse and act as the main point of contact for the Senior School;
9 To maintain adequate but minimal stocks of resources within Senior School to provide the necessary resources for the teaching staff;
10 To liaise with purchasers, place orders (subject to the approval of the Bursar) and receive and check deliveries;
11 To maintain pupil records and send information to parents as requested by the Headmaster and the Head of Senior School;
12 To deal with general parent enquiries regarding pupil concerns and direct parents to the relevant teaching staff to discuss academic issues;
13 To assist pupils who become ill at school, contact parents and maintain a watching brief over them until they leave the school premises. This will require a first aid qualification, training will be provided if required. To ensure First Aid bags are kept up to date, medical records are accurately maintained with information shared with staff (including the kitchen) as appropriate and the Medical room is checked daily.
14 To provide a safe haven for pupils identified with anxiety problems and liaise with staff re any issues that arise.
15 To check the attendance registers daily at 9am and 1-35pm for unknown absences and follow up as necessary. To ensure that all pupils leaving and returning to the Senior School premises are signed out and in as appropriate;
16 To work upon the schools computer system, familiarity with Microsoft Office and Google Drive is essential. Undertake typing of general letters using Word / Docs and input data into school databases;
17 To oversee maintenance of the school photocopiers by ensuring sufficient stocks of paper, toner are kept and booking regular services in accordance with agreements;
18 To meet any contractors visiting the Senior School site and direct them to either the Caretaker or Bursar, and be aware of work they are undertaking on site;
19 Be aware of policies and procedures relating to child protection; health and safety; confidentiality and data protection and report all concerns to an appropriate person;
20 This post is classed as having a high degree of contact with children or vulnerable adults and is exempt from the Rehabilitation of Offenders Act 1974. An enhanced disclosure will be sought through the Disclosure and Barring Service as part of Westbourne School’s pre employment checks.
21 The jobholder is required to contribute to and support the overall aims and ethos of the school. All staff are required to participate in training and other learning activities.
The duties and responsibilities listed above describe the post as it is at present. The post holder is expected to accept any reasonable alterations that may from time to time be necessary.
60 Westbourne Road, Sheffield, S10 2QT
Tel: 0114 2660374 Fax: 0114 263 8176