School Administrator and Receptionist

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.

• 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.

• 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

• Maintain accurate pupil, staff and attendance records using Arbor.
• Support the administration of Open Apply 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.

Working closely with the Executive Assistant and Headteacher:

• Support pupil admissions from enquiry through to enrolment.
• Maintain accurate admissions records within Arbor and Open Apply.
• 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.

• 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.

• 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.

• 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