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Job Description: Reception & Student Services Officer, Wye School

1. ROLE TITLE

Job Title: Reception & Student Services Officer

Reporting Line: Business Manager

Hours: Part-time, hours to be confirmed, term time only

Salary: Full time equivalent of £15,500 per annum

Closing Date: 12:00 midday on Monday 17th July, 2017

Interviews: W/C 17th July 2017

2. PURPOSE OF ROLE

To deliver an outstanding front of house and student support service.

3. RESPONSIBILITES

Reception a) Co-ordinate the front of house Reception service and act as first point of contact for student

services, signposting enquirers to appropriate support.b) Greet and receive visitors, parents, pupils and deliveries.c) Receive all telephone calls into the school and re-direct / take messages as necessary and

update Arbor as required.

Student Servicesa) Act as first point of contact for student services, signposting enquirers to appropriate support, to

include uniform loans, lost property and stationery shop. Helping to find lost property, liaising with parents over lost property.

b) Find students when they are needed by members of staff or when required to leave school or for internal meetings.

c) Receive the LAC attendance call and inform them of attendance.d) Greet taster day students, ensuring they meet with their buddy and have a timetable. e) Update Arbor with any student information that is required. Updating attendance, planned

absences and absences from illness and any changes to information held.f) Sending work home for excluded children and those that require work to be sent home as

required. Sending emails to staff to ask for work for isolated children and collating.g) Sending home letters to parents about breaches of uniform rules or lateness. h) Sending texts and emails to parents to inform them of cancelled sports fixtures.

Medical / First Aida) Oversee the Medical Room, including maintenance of student records, emergency contact lists,

and policies. b) Act as fire warden and key identified first aider; liaise with parents and carers regarding first aid

incidents involving their child.c) Undertake a monthly medical room audit, ordering medical supplies as required. d) Annual review of Medical Conditions Policy.

Trips & Visitsa) Receive and collate forms for trips and visits. Create and update spreadsheets for staff and

sending letters on behalf of trip leaders as required.b) Send reminders of late payment to parents, and follow up for consent forms as required. c) Ensure trip leader has register, medical information, first aid kit, FSM meals and school mobile as

required. d) Check Kitchen has list of any FSM meals required and are aware trip is taking place.

Other Admina) Deal with daily incoming and outgoing mail, including oversight of the school office email

account.b) To be part of Reception “on call” group and deal with on call emails where appropriate, updating

the on call spreadsheet as necessary.c) Assist staff with reprographics / laminating and ensure consumables stock is maintained for

printer-copiers. d) Order and maintain school stationery requirements and liaise with suppliers to secure best

value. e) Collate all nominations and allocate achievement points for termly subject badges.f) Act as Library Assistant, managing the issuing and returning of the library’s stock, and shelving

and cataloguing new material to keep the library in good order. Tidy the library area and ensure books are put back in the correct position.

g) Liaise with school photographer to set up a ‘least disruptive’ timetable for both class photos and individual photos. Collate orders and send on to Photographer for processing, sending our reminders as necessary.

h) Maintain compliance within the school’s data protection regulations in all administrative processes.

i) Support and encourage the school’s ethos and its objectives, policies and procedures.j) Any other duties required, commensurate with the responsibility and level of this post. These

duties will be reviewed annually.

4. ORGANISATION CHART

5. INDICATIVE KNOWLEDGE, SKILLS AND EXPERIENCE

Previous secretarial or office experience essential, preferably in a school environment. Excellent planning and organisation skills with the ability to juggle multiple demands. Excellent written and spoken communication skills. Ability to act with discretion and maintain confidentiality at all times. ICT skills to include word processing, spreadsheets, databases and publishing software. First Aid qualification desirable, or willingness to attain one.

BUSINESS MANAGER

DATA, ATTENDANCE & EXAMS OFFICER

RECEPTION & STUDENT SERVICES

OFFICER x2

FINANCE & ADMINISTRATION

OFFICERPREMISES OFFICER

PREMISES ASSISTANT