Receptionist & Administrator in London

Job Purpose

We are looking for a reliable and confident Receptionist to join our team as soon as possible.

The role will also provide administrative assistance to meet the needs of the College.

Delivering a professional and efficient reception service, the postholder will act as the first point of contact for front‑line enquiries from staff, parents, pupils and visitors.

As part of the wider team, the role will provide comprehensive administrative support to ensure the smooth running of the Trust and be responsible for a range of administrative tasks.

Key Responsibilities & Accountabilities

• Provide a courteous and efficient reception service that consistently promotes a professional image of the College.
• Maintain the visitor system and ensure all visitors and contractors can be identified by wearing clearly visible badges.
• Ensure that queries are dealt with effectively and promptly escalated when necessary.
• Ensure that all visitors complete the sign‑in process to enable this information to be used as a register of visitors on site.
• Co‑coordinate safe entrance and exit of all visitors, ensuring they are signed in and out and no unauthorised person gains access to the school.
• Operate the College’s main telephone switchboard system, taking and delivering messages, transferring calls and contacting parents or other agencies as directed.
• Manage the College’s enquiry inbox; respond to, or triage messages as appropriate in accordance with the College’s communications policy.
• Ensure the reception area is welcoming and tidy.
• Adhere to College procedures and ensure staff receive messages promptly and accurately, adhering to absolute discretion and confidentiality.
• Set up payments for clubs, trips and other activities for specific student groups using Parent Pay.
• Report payment progress to the event organiser on a regular basis or on demand.
• Support end‑user access to systems including Edulink and Parent Pay.
• Set up and administer pupil records using SIMS.
• Process all incoming and outgoing post and parcels, assisting with franking, recorded deliveries, etc.
• Collate data and maintain records as required.
• Provide a general administrative service to staff, including word processing, correspondence, mail merges, reports, references, diaries, appointments and meetings, maintain general and confidential filing systems, and provide hospitality as required.
• Maintain pupil database, amend and update records on the system following College policy and procedures for security of confidential information and data.
• Carry out routine tasks such as filing, completion of routine forms and administration of school activities to support the day‑to‑day efficient running of the organisation.
• Assist with the production of a wide range of support materials for the school including printing booklets, binding, laminating and advising staff on the most efficient and effective use of materials and equipment.
• Monitor and order reception resources (e. g. visitor labels).
• Have regard to and comply with safeguarding policy and procedure as appropriate.
• Undertake such other duties as directed and required from time to time.
• Be committed to your own development through the effective use of CPD.
• Understand your own responsibilities, be committed to and comply with College and Trust policies and procedures relating to child protection, health & safety, welfare, security, diversity & equality, confidentiality and data protection, and report any concerns to the appropriate person.
• Work collaboratively with the wider business and act in the interests of the Trust at all times.
• Support the delivery of the Trust strategy as it relates to this post.
• Any other reasonable task as directed by a member of the Leadership Group.
• Other duties

You may be required to perform other duties as directed by your line manager or any member of the Trust’s Leadership team.

Benefits

• A supportive and collaborative team.
• A strong focus on staff wellbeing.
• Free hot beverages during term time.
• Free winter and summer social events.
• Secure off‑road parking.
• Employee Assistance Program.
• School Wellbeing benefit offering a range of support and services.
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