Reprographics & Administrative Assistant

Position: Reprographics & Administrative Assistant at Katherine Warington School
About this Role Job Purpose

To oversee and manage the school's reprographics service, ensuring all printing, copying, and document preparation needs are met efficiently, accurately, and to high standards. Additionally, this role provides key support to the wider school administration team and serves as a welcoming face on reception to ensure smooth day-to-day school operations.

Key Responsibilities
1. Reprographics & Print Services (Main Focus)

• Print Operations:
  Operate and maintain print and finishing equipment (e.g., heavy-duty multi-function printers, laminators, binders, guillotines) safely and efficiently.
• Job Prioritisation & Production:
  Prioritise incoming print requests from teaching and support staff, managing large production runs to meet tight deadlines.
• Resource & Stock Management:
  Monitor, order, and maintain adequate stock levels of paper, toner, and general office stationery within designated budgets.
• Staff Support & Training:
  Assist and train staff on self-service reprographics machinery and software where applicable.

2. Administrative Support

• Provide day-to-day office support to teaching and support staff, including filing, data entry, laminating, and resource preparation.
• Assist with student records, attendance tracking, communications to parents, and bulk mailings.
• Support school events, visits, and open events with badge printing, programme preparation, and administrative arrangements.
• Undertake general administrative tasks to support the wider team during peak operational periods.

3. Reception & Front of House Support

• Serve as an approachable, professional first point of contact for visitors, parents, contractors, and students at reception when required.
• Handle incoming calls and email enquiries, redirecting them or taking messages efficiently.
• Ensure all visitors sign in according to safeguarding protocols and issue appropriate visitor passes.
• Receive and distribute mail, deliveries, and deliveries of school resources promptly.

Person Specification Qualifications & Experience

• Good standard of general education (GCSE Grade C/4 or above in English and Maths, or equivalent).
• Experience operating reprographics machinery or high-volume print equipment (desirable, though training will be provided).
• Experience working in a busy office, reception, or customer-facing environment (experience within an educational setting is advantageous).

Knowledge & Skills

• Strong IT literacy, including proficiency in Google Suite (gmail, docs, sheets etc.).
• Excellent organisational skills with the ability to prioritise competing workloads and meet tight deadlines under pressure.
• High attention to detail and accuracy in both production work and administrative tasks.
• Strong interpersonal and communication skills, with a positive, "can-do" attitude.

Personal Attributes

• Personable, professional, and reliable.
• Ability to work effectively both independently and as part of a collaborative team.
• Discretion and understanding of confidentiality, particularly regarding student and staff data.

Professional Requirements

• To be aware of and comply with policies and procedures relating to child protection, security, confidentiality and data protection, reporting all concerns to an appropriate person
• To adhere to the school's Health and Safety policy including risk assessment and safety systems
• To adhere to the school's policy on equality and diversity
• To contribute to the overall ethos/aims of the school
• To deploy behaviour management strategies in line with the school's policy and procedures
• To appreciate and support the roles of other professionals
• To participate in training opportunities and professional development as required
• To be responsible for promoting and safeguarding the welfare of children and young people within the school

Whilst every effort has been made to document the accountabilities associated with this post, each individual task may not be identified. Although this job description is current, in consultation with the Headteacher, it may therefore be amended to reflect or anticipate changes to the post which are commensurate with the salary and job title.

Katherine Warington School is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. An Enhanced Disclosure and Barring Service (DBS) check and satisfactory references will be required for the successful candidate.