School Receptionist

Overall Purpose

The Receptionist plays a pivotal role at the heart of the School community, serving as the first point of contact for visitors and external stakeholders. As the face and voice of the School, the postholder will create a positive and professional first impression, delivering an exceptional customer experience through a warm welcome, excellent communication and efficient support.

Based in the Reception building, the Receptionist is responsible for ensuring the smooth day-to-day operation of the School's front-of-house services, managing enquiries, supporting safeguarding and security procedures, coordinating communications and providing administrative support to departments across the School. Working within a busy and varied environment, the role requires a proactive, organised and adaptable individual who takes pride in providing outstanding service and helping the School run effectively.

Duties

Providing an Outstanding Welcome

• Deliver a warm, friendly and professional welcome to all visitors and contractors.
• Ensure Reception remains organised, presentable and welcoming at all times.
• Manage visitor sign-in procedures and communicate safeguarding information accurately.
• Issue visitor and contractor identification passes and inform relevant staff of arrivals.
• Prepare visitor signage and welcome information

Communications

• Handle incoming telephone calls professionally and efficiently.
• Direct calls appropriately and announce callers where required.
• Respond to enquiries from parents, visitors and members of the public, ensuring excellent customer service at all times.
• Manage the School's central office email inbox, responding to or forwarding emails to the appropriate departments.
• Provide message-taking and call handling support for key School departments when required.

Supporting School Operations

• Receive, process and record incoming deliveries and parcels.
• Manage outgoing post, including recorded, national and international mail.
• Maintain accurate records of deliveries, post and associated documentation.
• Stay informed about School events and activities to assist with enquiries and visitor requests.

Safeguarding, Security and Compliance

• Follow all visitor management and safeguarding procedures.
• Securely handle confidential documentation, including recruitment paperwork and identification documents.
• Manage the secure receipt and storage of examination papers in accordance with School procedures.
• Maintain contractor records and support compliance processes across the School.
• Provide administrative support to Health & Safety activities, including maintaining relevant databases and records.

Facilities and Resource Coordination

• Coordinate the issuing and return of keys, access passes and visitor accommodation keys.
• Support vehicle hire administration and associated paperwork.
• Administer the issue, tracking and return of School mobile phones, ensuring devices are fully charged and ready for use.
• Assist with the administration of staff and pupil parking permits.

Administrative Support

• Provide administrative assistance to the Estates, Porter and wider School teams as required.
• Support departments with ad hoc administrative projects and tasks.
• Maintain accurate records, spreadsheets and databases.
• Work collaboratively with colleagues to ensure Reception services run smoothly across the School.
• Carry out an other requests as are reasonable within the hours of work

Knowledge/Experience

• Experience of working in a customer-facing, reception, hospitality or administrative role
• Experience of providing excellent customer service to a variety of stakeholders
• Experience of handling telephone and email enquiries professionally and efficiently
• Experience of working in a busy environment, multi-tasking and competing priorities
• Experience of working within a school, education or public-facing environment
• Knowledge of visitor management, safeguarding or compliance procedures.
• Experience of handling sensitive or confidential information.
• Familiarity with electronic sign-in systems and database management.

We are committed to equity, diversity and inclusion in our workplace and encourage applications from a diverse range of suitable qualified candidates

Canford School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All successful job applicants will be required to undergo child protection screening.