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 the 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

• Reception & Front of House
• Be the first point of contact for visitors, parents, pupils, contractors and external agencies.
• Provide a warm, professional and welcoming reception service.
• Answer and direct telephone calls, emails and general enquiries.
• Manage visitor sign-in procedures, ensuring safeguarding procedures are followed at all times.
• Receive, distribute and organise incoming post and deliveries.
• Maintain a tidy, welcoming and professional reception area.
• Prepare meeting rooms and refreshments when required.
• School Administration
• Provide high-quality administrative support to the Headteacher, Executive Assistant and Senior Leadership Team.
• Manage and prepare the daily bulletin.
• Draft correspondence, letters, newsletters and school communications.
• Take minutes during meetings where required.
• Maintain confidential records in accordance with GDPR.
• Support school projects and ensure administrative deadlines are met.
• Assist with recruitment administration and safer recruitment processes.
• Support management of office and first aid supplies.
• Support the organisation of school events, parents' evenings, open mornings, educational visits and whole-school activities.
• Coordinate NHS vaccination programmes and maintain associated records.
• Liaise professionally with pupils, parents, Local Authorities and external agencies.
• Provide cover and support colleagues during busy periods.
• Produce a bi-weekly newsletter.
• Management Information Systems (Arbor)
• Maintain accurate pupil, staff and attendance records using Arbor.
• Support the administration of OpenApply where required.
• Set up new pupils and staff on Arbor.
• Assist with the annual Arbor rollover and preparation for the new academic year.
• Produce reports and data for senior leaders.
• Ensure school information is accurate, secure and GDPR compliant.
• Admissions Administration
• Support pupil admissions from enquiry through to enrolment.
• Maintain accurate admissions records within Arbor and OpenApply.
• Support preparation of admissions correspondence and joining documentation.
• Liaise with previous schools, Local Authorities and external professionals to obtain records.
• Assist with onboarding new pupils and maintaining admissions documentation.
• Attendance
• Lead the school's daily attendance and punctuality procedures.
• Ensure class registers are completed accurately and on time.
• Follow up missing registers with teaching staff.
• Contact parents regarding unexplained absences.
• Produce attendance reports and identify trends.
• Support attendance meetings and maintain accurate attendance records.
• First Aid
• Coordinate the day-to-day administration of first aid across the School.
• Administer first aid where appropriately trained.
• Maintain accurate accident, incident and treatment records.
• Monitor accident trends and report concerns to the Senior Leadership Team.
• Ensure first aid supplies, grab bags and emergency medication remain fully stocked and compliant.
• Coordinate the safe administration and storage of medication in accordance with school policy.
• Academic Administration
• Support the school's reporting process.
• Assist with maintaining academic calendars and key school dates.
• Support teaching staff with pupil information and reporting.
• Assist with examination administration and the uploading of examination results to Arbor where required.
• Support parent consultation meetings.
• General Responsibilities
• Attend staff meetings, training and INSET days as required.
• Maintain confidentiality and comply with GDPR requirements.
• Promote and safeguard the welfare of children and young people.
• Work flexibly to support the operational needs of the school.
• Undertake any other reasonable duties appropriate to the level of the role.

Person Specification

• Essential
• Experience in a receptionist, administration, PA or school administration role.
• Excellent organisational and time management skills.
• Outstanding written and verbal communication skills.
• Warm, professional and approachable manner.
• Excellent attention to detail.
• Strong IT skills.
• Experience using Google Workspace within a professional environment.
• Ability to learn and confidently use Arbor and other school systems.
• Ability to prioritise competing demands.
• Ability to maintain confidentiality at all times.
• Current First Aid at Work qualification (or willingness to undertake training).
• Desirable
• Experience using Arbor or another School Management Information System (MIS).
• Experience using OpenApply or a similar admissions platform.
• Experience of admissions administration and pupil onboarding.
• Personal Qualities
• The successful candidate will demonstrate:
• Exceptional organisational skills.
• A calm and professional approach under pressure.
• Initiative and excellent problem-solving ability.
• Flexibility and adaptability.
• Strong interpersonal and customer service skills.
• A collaborative and positive attitude.
• Commitment to safeguarding and promoting the welfare of children.
• Pride in delivering an outstanding service to pupils, parents and colleagues.