School Administrator and Receptionist

Placing Talent - Agency - Permanent • London

£25,000 - £35,000 per year

The Receptionist & School Administrator is a key member of the School's administrative team, providing a professional, efficient and welcoming front-of-house service while supporting the day-to-day operation of School. As the first point of contact for pupils, parents, visitors and external agencies, the postholder will ensure an exceptional reception service while providing high-quality administrative support across attendance, admissions, first aid, school information systems, school communications and general school operations. The role requires an organised, proactive and personable individual who enjoys working in a fast-paced environment, can manage multiple priorities and is committed to supporting the smooth running of the School. Main Duties and Responsibilities Reception & Front of House - Be the first point of contact for visitors, parents, pupils, contractors and external agencies. - Provide a warm, professional and welcoming reception service. - Answer and direct telephone calls, emails and general enquiries. - Manage visitor sign-in procedures, ensuring safeguarding procedures are followed at all times. - Receive, distribute and organise incoming post and deliveries. - Maintain a tidy, welcoming and professional reception area. - Prepare meeting rooms and refreshments when required. School Administration - Provide high-quality administrative support to the Headteacher, Executive Assistant and Senior Leadership Team. - Manage and prepare the daily bulletin - Draft correspondence, letters, newsletters and school communications. - Take minutes during meetings where required. - Maintain confidential records in accordance with GDPR. - Support school projects and ensure administrative deadlines are met. - Assist with recruitment administration and safer recruitment processes. - Support management of office and first aid supplies. - Support the organisation of school events, parents' evenings, open mornings, educational visits and whole-school activities. - Coordinate NHS vaccination programmes and maintain associated records. - Liaise professionally with pupils, parents, Local Authorities and external agencies. - Provide cover and support colleagues during busy periods. - Produce a b-weekly newsletter Management Information Systems (Arbor) - Maintain accurate pupil, staff and attendance records using Arbor. - Support the administration of OpenApply where required. - Set up new pupils and staff on Arbor. - Assist with the annual Arbor rollover and preparation for the new academic year. - Produce reports and data for senior leaders. - Ensure school information is accurate, secure and GDPR compliant. Admissions Administration Working closely with the Executive Assistant and Headteacher: - Support pupil admissions from enquiry through to enrolment. - Maintain accurate admissions records within Arbor and OpenApply. - Support preparation of admissions correspondence and joining documentation. - Liaise with previous schools, Local Authorities and external professionals to obtain records. - Assist with onboarding new pupils and maintaining admissions documentation. Attendance - Lead the school's daily attendance and punctuality procedures. - Ensure class registers are completed accurately and on time. - Follow up missing registers with teaching staff. - Contact parents regarding unexplained absences. - Produce attendance reports and identify trends. - Support attendance meetings and maintain accurate attendance records. First Aid - Coordinate the day-to-day administration of first aid across the School. - Administer first aid where appropriately trained. - Maintain accurate accident, incident and treatment records. - Monitor accident trends and report concerns to the Senior Leadership Team. - Ensure first aid supplies, grab bags and emergency medication remain fully stocked and compliant. - Coordinate the safe administration and storage of medication in accordance with school policy. Academic Administration - Support the school's reporting process. - Assist with maintaining academic calendars and key school dates. - Support teaching staff with pupil information and reporting. - Assist with examination administration and the uploading of examination results to Arbor where required. - Support parent consultation meetings General Responsibilities - Attend staff meetings, training and INSET days as required. - Maintain confidentiality and comply with GDPR requirements. - Promote and safeguard the welfare of children and young people. - Work flexibly to support the operational needs of the school. - Undertake any other reasonable duties appropriate to the level of the role. Person Specification Essential - Experience in a receptionist, administration, PA or school administration role. - Excellent organisational and time management skills. - Outstanding written and verbal communication skills. - Warm, professional and approachable manner. - Excellent attention to detail. - Strong IT skills. - Experience using Google Workspace within a professional environment. - Ability to learn and confidently use Arbor and other school systems. - Ability to prioritise competing demands. - Ability to maintain confidentiality at all times. - Current First Aid at Work qualification (or willingness to undertake training). Desirable - Experience using Arbor or another School Management Information System (MIS). - Experience using OpenApply or a similar admissions platform. - Experience of admissions administration and pupil onboarding. Personal Qualities The successful candidate will demonstrate: - Exceptional organisational skills. - A calm and professional approach under pressure. - Initiative and excellent problem-solving ability. - Flexibility and adaptability. - Strong interpersonal and customer service skills. - A collaborative and positive attitude. - Commitment to safeguarding and promoting the welfare of children. - Pride in delivering an outstanding service to pupils, parents and colleagues.