Receptionist Administrator

Managed by:
Director of Marketing and Development
Reporting to:
Director of Marketing and Development

Ditcham Park School is a unique, successful and thriving school situated in 16 acres of the beautiful South Downs National Park. We have 400+ pupils, aged 4 to 16 years who benefit from a caring and supportive ethos and relatively small classes. GCSE results are consistently impressive and the school was ranked 14th best independent school, in category, in the country based on its GCSE results.

Pupils of Ditcham Park School are proud of their vibrant learning community which is committed to providing everyone with the opportunity to discover their talents, realise their potential and become well rounded, socially responsible citizens in a school ‘where every child is known and valued’.

We are seeking a highly organised and professional school Receptionist Administrator to join our team. The role is required 5 days per week, 8.00am to 6.00pm. The working hours are 40hrs per week and we typically operate an early shift or a late shift across our staff. We have full time/term time and permanent/Fixed Term Contract options available so can be flexible to discuss further during interview.

The Receptionist Administrator is based at the reception desk in the main school entrance and is the first point of welcome for all visitors, pupils and staff. The successful candidate will be responsible for managing the school reception area, keeping on top of pupil attendance lists, paperwork associated with trips and events, as well as supporting the Headmaster, Head of HR and Director of Marketing and Development with various administrative tasks.

Alongside this, the Reception Administrator is also required to provide first aid support to the pupils (training will be provided if necessary) and to answer the phone to enquiries. The ideal candidate will have excellent communication and interpersonal skills, strong attention to detail, and the ability to work independently and as part of a team.

• Manage the school reception area, including answering phones, greeting visitors, and responding to enquiries, ensuring everyone receives a great first impression.
• Provide first aid support to students as needed, maintaining accurate records of first aid incidents and treatments.
• Maintain accurate records and files, including student records, attendance records, and other administrative documents.
• Adhering to Safer Recruitment, sign in and ensure  obtained from visitors, interview candidates and contractors.
• Ensure compliance with school policies and procedures, including health and safety regulations and HR.
• Receive and distribute incoming post and deliveries, as well as prepare outgoing post.
• Input details of meetings/events etc. onto the school’s SharePoint calendar and parent portal calendar and keeping it up to date.
• School trip compliance coordination.
• Inputting all stages of pupil data onto School base.
• Assist with administrative tasks, such as consumables ordering, filing, scanning, data entry, and photocopying.
• Collaborating with teachers and staff to support the smooth running of the school, any other duties of a receptionist administrator nature that may be required from time to time.

• Excellent oral and written communication skills.
• Excellent customer service through strong inter-personnel skills and a smart, professional personal appearance.
• Confident use of IT systems including Word and Excel is essential.

• Possess a friendly, professional and engaging manner.
• Passion to provide outstanding service to all stakeholders.
• Willing to support colleagues at all times.
• The ability to work under pressure at busy times.
• Proactive and solution-focused.
• Ability to multitask and prioritise tasks effectively.
• Attention to detail and strong organisational skills.
• Maintaining confidentiality and professionalism at all times is essential.

• Previous experience in a receptionist or administrative support role preferred.
• First aid certification (training can be given if not already applicable).
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office and…