RECEPTIONIST / ADMINISTRATIVE ASSISTANT (Fixed Term Contract) Job Description
Job Title:
Receptionist – Fixed Term Contract Fixed Term Contract from Monday 25th March until Friday 20th September 2013.
Relationships:
The post holder is responsible to the Finance and Office Manager in all matters.
Fundamental Task:
To ensure the smooth running of the Senior School Reception area and assist with Administrative duties.
Responsibilities: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.
To receive and welcome visitors, parents, suppliers, deliveries, etc. To ensure the reception area is tidy at all times and brochures are well stocked. To act as the School’s main Receptionist and deal with calls accordingly. To receive and despatch post daily. To issue incoming post to pupils. To ensure staff and pupils are notified of the arrival of parcels. To manage the school-wide telephone systems and related contracts. To book individual pupil travel and ensure recharges are accurate and passed to the Finance Assistant. To arrange coaches for sports trips and other activities. To keep records and issue keys for School minibuses. To arrange for the provision of flowers/plants in the Reception area. To order, issue and control the general stationery stocks for the School Administration team. To ensure that stationery bought is competitively priced. To manage the Kearns Block photocopier, ensuring adequate supplies of paper and toner and dealing with reporting/fixing faults on the machine. To manage the centrally held keys. To keep records and take internal bookings of halls as requested. To assist the Finance Assistants as and when the demands of reception duties allow and to suit the requirements of the Finance Office. To undertake an archiving (or other) project for the Bursar during quieter school holiday periods.
Other: To comply with the Data Protection Act. Note: The post holder may be reasonably required to undertake duties other than those given in the job description of the post. The particular duties and responsibilities attached to posts may vary from time to time without changing the character of the duties or the level of the responsibility entailed.
Page 1 of 5 Receptionist – January 2013
RECEPTIONIST / ADMINISTRATIVE ASSISTANT (Fixed Term Contract) Person Specification Essential
Desirable
Qualifications
Good basic education to at least GCSE level in literacy and numeracy or equivalent.
RSA or similar typing/word processing qualifications.
Experience
Experience of maintaining administrative systems, on paper and IT.
Significant experience and expertise in supporting and being a team member in a school. Previous experience of working in a Receptionist, customer facing or Administrative role. Experience of switchboard operation
Knowledge And Understanding
Equal Opportunities, Health and Safety and Child Protection.
Skills
IT literate including MS Office Suite. Accurate data entry. Accuracy and attention to detail. Able to communicate effectively with children, staff and parents. Strong written and verbal communication skills. Able to keep clear records. Excellent organisational skills and ability to effectively prioritise time and work.
Personal Attributes
Able to work unsupervised and use initiative. Proactive / problem solving skills. Flexible. Page 2 of 5
Receptionist – January 2013
Respectful of confidentiality and having a professional, tactful approach. Sympathy with schools Christian ethos.
Page 3 of 5 Receptionist – January 2013
RECEPTIONIST / ADMINISTRATIVE ASSISTANT ( Fixed Term Contract) Terms and Conditions
Salary
The salary will be at point 13 to 15 of the Support Staff Salary Scale, £18,493.57 to £19,569.80 per annum (pro rata for part-time / part year). The salary will normally be reviewed annually in April. This post is for 26 weeks (including holidays). Holidays to be agreed with the Finance / Office Manager in accordance with standard school procedures.
Hours of Work
8.30am to 5.00pm with half an hour unpaid lunch break. 40 hours per week Monday to Friday.
Pension
You may apply for entry into membership of the School’s Money Purchase Pension Scheme (current contributions: - employer 13.5%; employee 3% minimum) after completing 3 months’ service.
Holiday
33 days including bank holidays (pro rata for part time/part year i.e.. 16.5 days for the duration of the contract) plus a further 10 days unpaid holiday to be taken during the School Summer holiday (Monday 8th July to Wednesday 28th August 2013. When a Bank Holiday occurs during term time this will be considered as a normal working day and the normal rules regarding holiday will apply. If this contract becomes permanent, the additional unpaid holiday may vary.
Sick Pay
Membership of the School’s Administrative and Supervisory Staff Sickness Scheme.
Notice
One month’s notice from either party. This position will be subject to a probation period of three months and during that time there will be a notice period of one month.
Retirement
The normal retirement age for this employment is 65. However, the mechanics for compulsorily retiring employees have now been abolished so employees are required to provide notice in line with their contractual obligations, above, when they wish to retire.
Medical
All employees are subject to a medical report and to undergo a medical examination, if required.
Security
Monkton Combe School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post including checks with past employers and Criminal Records Bureau. Page 4 of 5
Receptionist – January 2013
RECEPTIONIST / ADMINISTRATIVE ASSISTANT (Fixed Term Contract) Child Protection
Monkton takes Child Protection very seriously. satisfactory CRB clearance.
To this end, all appointments are made subject to
The interview will include questions about safeguarding children. Monkton's Child Protection Policy includes the following information: The framework provided is an ordered, purposeful, happy and caring community. Pupils are encouraged to develop moral discernment. High standards of behaviour are expected and young people are asked to treat others with courtesy and respect. The School sets out to create a secure basis for living in community and to achieve a balance between thoughtfulness towards others and freedom for the individual to develop his or her own personality. Good pastoral care is central to the life of the School, through the Principal/Heads, Houseparents, Tutors, the Chaplain, the Medical Centre Sister and other members of staff. Specific Objectives 1 To foster pupils’ educational development through all areas of the curriculum so that their selfesteem is raised, enabling them to acquire skills, attitudes and coping strategies which will help them to make reasoned decisions based upon sound judgement and valid information. 2
To provide a variety of opportunities for discussion with their peers and teachers in which the ground rules of confidentiality, tolerance and trust are observed.
3
To teach problem-solving techniques, assertiveness skills and respect for themselves and for other people. To encourage them to be responsible members of the school community, who will develop into caring adults with regard to their families and to society.
4
To maintain links with parents and representatives of outside agencies.
5
To view seriously any instances of bullying and to deal with them effectively.
6
To ensure that all members of the school staff understand Child Protection procedures and are alert to signs of potential or actual abuse in the categories of physical injury, neglect, emotional or sexual abuse.
7
To have in place effective reporting and action procedures, as required by the Children Act 1989 (Pupil > Member of Staff > Designated Teacher > Principal/Head > School Medical Officer (where appropriate) > Social Services). These are set out in more detail in the policy ‘Child Abuse/Protection’ in this section of the Staff Handbook.
The full Child Protection document can be found through URL: http://monktoncombeschool.com/admissions/school-policies.html If you are unable to access the internet, please request a hard copy.
Page 5 of 5 Receptionist – January 2013
