part-time, on rotating shift pattern £18,106-£19,018 full-time equivalent, reduced pro-rata

This is a key role maintaining a professional ‘front of house’ at Bootham senior school reception. We are looking for someone who is able to communicate effectively and appropriately with both young people and adults

The successful candidate will have the following skills and qualifications:

The ability to multi-task and remain calm under pressure

A flexible attitude to work and a friendly, welcoming personality with excellent communication skills

Previous experience of working on a busy Reception and /or working in a school would be advantageous

Computer literate, confident using Microsoft packages, in particular, Word, Excel and email

A minimum of 5 GCSEs including Maths and English

In return we offer excellent working conditions and pay.

Hours of work

You will need to be flexible as we operate a rotating shift pattern:

One week of mornings, 8.10 to 13.10, and one week of afternoons, 13.00 to 18.00, plus alternate Saturday mornings 8.10 to 13.10. Plus 3 weeks over the summer working 09.00 to 16.00.

Closing Date:  10am Friday 3rd May

Interviews: Wednesday 15th May

Please complete our application form to apply for this position.

Job Description for the role of Receptionist/Administrator

Responsible to

You will report to the Head’s PA on a day to day basis and will work closely with the staff in the school office and the other receptionist. You will be part of the wider administration team under the direction of the Administration Manager.

Overall purpose

To provide a hub for all communication, dealing calmly and efficiently with students, staff and visitor alike in order to maintain a tidy and professional front of house.

To provide efficient administrative support.

Key tasks

First point of contact

  • To answer the telephone and transfer calls and to meet and greet all visitors, students, parents and staff, ensuring that they sign in as required by the school’s Visitor Policy, issuing badges and parking permits as necessary.
  • To pass on messages in the most appropriate manner, depending on the urgency, using a variety of methods, including voicemail, email and via iSAMS
  • To keep the reception area tidy and make sure that items left at reception are kept to a minimum; lost property and items left for students should be moved on quickly and efficiently
  • To transfer appointments and other information of note to the reception diary.
  • To be a contact point for staff, giving out information, collecting in forms, collating lists (e.g. the tea list which includes advising the kitchen of numbers), collecting in small amounts of money e.g. students paying for various tickets, non-uniform money, purchase of Christmas cards etc.

Other

  • Frank mail and ensure it is ready for collection at the specified time, including recorded delivery/special delivery items and certificates of posting and any other tasks associated with outgoing mail, including liaising with the post office for large mailings
  • Order franking machine supplies and liaise with Neopost as necessary over maintenance of the franking machine, keep a supply of stationery used on reception, including signing in out slips etc.
  • Take bookings for the visitor parking spaces and note them in the parking diary.
  • Book taxis for visitors, staff and students when requested.
  • Log jobs on Collegiate when reported by staff and students.
  • Provide emergency cover for the other receptionist.
  • Liaise with the Assistant Head (extra curricular) or the Admin assistants when necessary regarding activity and trip queries.
  • Train other staff, occasionally, on how to use the franking machine and the telephone so they can help out when required.

 

Administration

These are some of the tasks currently carried out on reception:  You will have ownership of some but not all of them and this will be reviewed from time to time by the Administration Manager.

  • Staff vehicle log: Maintain the log ‘for staff who use their own vehicle for school’, sending reminders when their MOT/Insurance is due to expire and copying the documents for the file.
  • House Points: keeping the House Points spreadsheet up to date and running off reports.
  • Record and balance sales of postage stamps on the petty cash sheet.
  • Keep a petty cash sheet of loans for students (small amounts for bus fares etc.)
  • Electronic filing; uploading files to the school database, iSAMS
  • Assist the admin team with general admin, this could be admin associated with trips or any other one off large tasks which crop up from time to time e.g. whole school Activity Days etc.
  • Assist other staff with admin tasks, time permitting, e.g. proof reading, word processing etc provided this work has come with prior approval of your line manager.

 

This job description is not restrictive or definitive in any way and should be regarded as a guideline to the duties required, and may be amended in the light of changing circumstances following consultation with the post holder.

 

Skills and Competences required in the role:   

  • Excellent customer service skills and telephone manner;
  • Must be a team player and be prepared to work flexibly and constructively with colleagues;
  • Able to communicate effectively and appropriately with both young people and adults;
  • Excellent time management skills and the ability to prioritise and handle many different tasks calmly and efficiently.
  • Able to evidence good working experience of Microsoft packages and have recent database experience preferably gained in a school or similar environment;
  • Must have a high standard of written English and five GCSEs or equivalent, at grade C or above, including Maths and English;

 

Hours of work

You will work a rotating shift pattern on alternate weeks:

Week 1:                       8.10 to 13.10 Monday to Friday

Week 2:                       13.00 to 18.00 Monday to Friday; plus

Alternate Saturdays:   8.10 to 13.10

A total of:                   27.5 hours per week

In addition you will be expected to work 3 weeks in the summer holidays, from 09.00 to 16.00 (6.5 hours per day, including a half hour unpaid lunch break), to provide reception cover when the school is let out to various organisations. There is some flexibility over dates but this will need to be agreed each year, in advance, with the Administration Manager so everyone can plan accordingly.

Salary

The full-time equivalent salary for this post is Bootham Salary Scale 5-7, currently £18,106 to £19,018.

The pro-rata salary for working 27.5 hours weekly for 35 weeks during school term time, plus 3 weeks in the summer holidays from 09.00 to 16.00 is £11,792 to £12,386.

Holidays

Full time staff get 36 days’ holiday, plus bank holidays.  The part-time entitlement is calculated pro-rata to the hours worked and the paid entitlement is included in the annual salary calculation.

All staff who work term-time only are expected to take their holiday entitlement in the school holidays.

Bootham School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
All appointments are subject to a satisfactory DBS Enhanced Disclosure and other safeguarding procedures.

If you have any queries please do not hesitate to contact Jenny at Recruitment@boothamschool.com