JOB DESCRIPTION

							                                   Claremont Fan Court School




                                         JOB DESCRIPTION



Job Title:      School Receptionist/Senior School Administrative Support
Reports to:     Senior School Office Manager

Hours:         8.00 – 4.30pm (with half hour lunch break), Monday to Friday, term time of 36 weeks
               per year (inclusive of INSETs) plus 9.00 – 12.00pm for 6 weeks, Monday to Friday
               out of term time. Total hours 1530 per annum (96.29 % FTE)

Salary:        £17k to £20k depending on qualifications and experience

Holidays:       25 days plus 8 bank holidays paid pro rata

Pension:       Group personal pension scheme with 10% employer contribution matched by 3%
               minimum employee contribution, eligible to join after 3 months

Purpose:       To work as part of the Senior School Office with responsibility for the main reception
               area acting as the first point of contact for visitors and telephone callers. The
               Receptionist will have a strong awareness of and ability to meet the needs of both
               external and internal customers.



Primary Role
The School Receptionist/Senior School Administrative Support (the Receptionist) is often the
first point of contact for callers and visitors and as such needs to be warm, welcoming and
professional at all times. Duties are varied and include greeting and signing-in visitors, answering
the telephone, taking and distributing messages/mail, communicating with parents and staff
regarding appointments, absentees, trips and assisting pupils when requested as well as
contributing to the administrative support given to the Senior Leadership Team and other staff.


As front of house, the Receptionist reports to the Senior School Office Manager, and is in daily
contact with all teaching and support staff as well as pupils, parents and visitors to the School site.
The list of duties that follows is not exhaustive as no two days will be the same.


Specific Duties

   1.     Provide a warm welcome to the School and handle all enquiries effectively either in
          person or via the telephone.
   2.     Be the lead person who answers calls to the School's main enquiry number and ensure
          that messages are dealt with promptly and efficiently.
                                              -2-
3.   Issue visitor passes and ensure all visitors are signed in maintaining site security.
4.   Monitor daily registration and track all Senior School pupil absences. Check registers
     daily for absentees and telephone parents to confirm that child is unwell and compile list
     of absentees from bus registers for member of staff on Top Car Park duty.
5.   Be responsible for the Senior School (seniorschool@claremont.surrey.sch.uk) email traffic
     by acknowledging, forwarding, prioritising and marking for filing.
6.   Update the Senior School pupil database (SIMS.net) for revised contact details and new
     pupils and leavers.
7.   Load information into the Clarion Call system for all trips and circulate lists appropriately;
     chase up any missing information.
8.   Operate the Clarion Call system as and when needed and train new staff in the use of the
     system.
9.   Updating WebAlumnus database for changes as advised.
10. Provide occasional PA support to the Assistant Head Personal Development and
     Enrichment.
11. Send out invitations to various School functions and events when requested.
12. Produce Power Point presentation for events when requested.
13. Produce name labels for host and guest badges for School functions when requested.
14. Book coaches for school trips, theatre, museum visits and deal with any associated
     correspondence.
15. Keep the Reception area tidy and liaise with Facilities if any assistance is required.
16. Support the uniform standard of the School and advise students and pastoral leaders
     appropriately.
17. Forward late calendar changes to the Senior School office for website updates.
18. Coordinate room bookings for the CBR, DR and GR.
19. Log new parent enquiries from the website, email or telephone on SIMS and send out
     prospectuses as required.
20. Issue “occasional use” tickets to pupils for the school coach.
21. Log care centre pupils entering and leaving the Mansion and inform the Care Centre
     immediately.
22. Accept post for internal and external distribution via Facilities staff.
23. Attend staff, INSET and other School meetings as required.
24. To undertake the necessary training and development to ensure the responsibilities of the
     post are met.
25. Any other reasonable task as requested by the Senior School Office Manager.
                                                 -3-
                                      Person specification

This key post of School Receptionist/ Senior School Administrative Support will be filled by an
enthusiastic, flexible and reliable person with outstanding communication skills. The Receptionist
will help with a wide range of tasks within a busy, purposeful and happy Senior School
environment.


The successful candidate will have:

   1. Experience in a similar role.
   2. An excellent telephone manner.
   3. Be approachable and able to work with pupils, staff, parents and the general public.
   4. Qualifications or proven knowledge of MS Office including Outlook, Word, and Power Point.
       Knowledge of Excel and Publisher desirable.
   5. Experience of SIMS an advantage, willingness to learn essential. Previous database use
       desirable.
   6. At least two A levels or equivalent.
   7. Excellent written and spoken English.
   8. Possess good interpersonal skills and the ability to work as part of a team.
   9. Possess plenty of common sense/life experience to ensure a wide range of situations are
       able to be dealt with appropriately, with patience, sensitivity and/or good humour as
       required.
   10. A clear understanding that confidentiality in respect of information obtained in the course of
       this role must be maintained at all times.
   11. Able to work independently.
   12. Good attention to detail.
   13. Respect for others and absolute integrity.
   14. Able to present an appropriate professional image.
   15. Able to embrace the Character Education programme within the School applying the
       School’s ethos in one’s daily work.




Other benefits
Lunches at no charge are provided during term time from our excellent caterers. Free parking is
available on site. The School Receptionist’s location permits full sight out across the playing fields
and the beautiful landscaped grounds that change throughout the seasons.



June 2012