School Administrator / Receptionist

To support the school leadership team with the smooth running of the school.

To elevate the brand of Odyssey House School by dealing with prospective and current parents and students.

To act as an ambassador for the school in promoting the school to the wider community.

To work closely with the Headteacher and the Odyssey senior leaders to support with referrals.

To manage the front reception desk, being the first point of contact for visitors and telephone calls.

Duties and responsibilities

Specific Responsibilities

Enquiries, Communication & Liaison

To act as an ambassador to the school by:

· Act as the first point of contact for parents, children and other visitors and calls to the school

· Full management of reception to include distributing/sorting mail, manage visitors log book, issuing security badges, escorting visitors, stationery orders, manage petty cash, oversee equipment (photocopier maintenance etc), health and safety

· Assist in arranging and coordinating school visits for parents and students

· Monitor registers and on a twice daily basis, call families where children are absent and send absence/lateness letters to parents with support from the Headteacher as appropriate

· Establish good relationships with staff, students and the the wider Odyssey family

· Assist the Headteacher to organise and coordinate transition days

· Maintain the Schools information system with student & family details.

· Ensure that all registers are up to date and follow up any unexplained absences

· Monitoring school emails and forwarding / answering as appropriate

· School journey and visit arrangements, including booking transport and accommodation, ensuring risk assessments have been carried out and appropriate insurance is in place

· Ensure queries regarding the school via telephone or email are actioned immediately when calls and emails are received

General Office Duties

· Assist in maintaining student files and online records

· Be aware of Odyssey's policies and procedures and follow them at all times

· Maintain notice boards, sort and distribute mail and parcels

· Be responsible for the school's management information system (MIS) and play a key role in the school record keeping

· Liaise with contractors and suppliers

· Support the SLT in confidential administrative functions

· Be responsible for the emergency evacuation procedures, including sharing information with visitors to the school and new starters

· Perform premises compliance checks regularly, including fire alarm, water testing

· Arrange repairs and servicing of equipment

· Ensure good stocks of office and educational stationery, building supplies and cleaning products, reordering when necessary and safe storage of goods

· Order and provide hospitality services as required

· Process admission enquiries and paperwork as required for SLT

· Be first aid trained and be the primary first aider

· Assist with any Petty cash and daily bookkeeping

· Raise purchase orders where required and log on the purchase order system, forwarding invoices to the finance team for all resources when authorised by the Headteacher and Business Director

· Check in goods and return any unwanted items

· To assist the Headteacher in welcoming students to the school, including providing new parents with all the information (handbooks and any other relevant documentation)

· To keep personal knowledge current and effective by ensuring CPD is up to date

· To ensure the reception area and other parts of the school are kept legal, tidy, informative and welcoming to visitors at all times

· To use all school software packages including SharePoint and ISAMS

· Ensure all visitors have correct documentation and are issued a visitor lanyard before accessing the site and record in the visitors log book

· Ensure the daily staff and student attendance log is updated and shared with the Headteacher, Business Director and HR Business Partner

· Attend staff meetings and staff training days

· Demonstrate sensitivity, confidentiality and discretion at all times

· Liaise with the Business Administrator and Schools Administrator based in Wokingham to share best practice

· Work with the Support Services team and Headteacher to organise events

· Coordinate and distribute the schools newsletter

· Update the schools website to ensure content is relevant

· Any other task reasonably requested by the Executive Team

Exams Administration

· To assist the Headteacher to ensure all internal and external student examinations are effectively planned and organised in a timely manner in accordance with exam regulations

· Support the Headteacher in registering and entering students for all external assessments, including examinations, coursework and other assessments

· Assist in arranging special access arrangements

· Prepare and maintain examination rooms so that they meet examination bodies regulations - e.g. heating, noise level, correct posters, spacing of desks etc

· Upload predicted entry numbers to exam board websites

· Securely dispatch exam papers after each examination

· To manage and supervise the team of invigilators, making detailed arrangements for each exam sitting

· TO plan and produce timetables under the supervision of the Headteacher, with seating plans and desk cards for all exams

· To arrange in the printing of exam papers and delivery/collection of exam materials to and from all venues

· Hold records of exam materials received, to and from the exam centre

· Receive and file official exam certificates

· Input data relating to examination and external assessment results, maintaining these records for analysis and evaluation by teaching staff and SLT

· Communicate with parents, agents, guardians and students on exam and other external assessment queries

· To assist in all areas of exams administration where required

· To provide administrative support to the staff and SLT in relation to exams management

· Any other task as reasonably required by the Headteacher of senior team

• GCSE or equivalent (preferred)