Receptionist

Overall Purpose

The School Receptionist is responsible for ensuring that all visitors to the School and that all telephone calls, both internal and external, are dealt with in an efficient, helpful, and professional manner.  Based in the Reception building, the School Receptionist is responsible for ensuring that the Reception is a smart and welcoming area and that an excellent first impression is created. 

Duties

• Answering the switchboard and dealing with internal and external calls; assisting with queries and ensuring a professional and helpful impression is always given.
• Announce calls as required, before putting the caller through.
• Ensure all visitors to Reception are welcomed and assisted in a friendly and professional manner.
• Issue the appropriate colour lanyard to all visitors/contractors when they sign in, notifying the relevant member of staff, where necessary.
• Scanning the ID and confidential documents of interview candidates for HR, as requested.
• Taking delivery of parcels, scanning each separately for a record in the database.
• Handle the `Office` email inbox, responding to and forwarding emails as necessary.
• Issue school mobile phones as required, ensure they are fully charged and ready for use; update the spreadsheet. Follow up and ensure that they are returned promptly, for onward use as needed.
• Frank any national and international outgoing post; frank recorded delivery post and parcels.
• Exam papers – handle incoming papers with the required degree of security; safeguard completed outgoing papers whilst awaiting collection, completing the Record as required.
• Issue property keys from the key safe, as necessary.
• Handle the keys and paperwork for any hire vehicle incoming or outgoing, as arranged by the Transport Department.
• Issue keys to overnight visitors for the Courtyard Flats; update the logbook; ensure they are returned, chasing when required.
• Issue Parking Permits to staff and pupils, on receipt of the authorised paperwork.
• Make up signage for families visiting Admissions.
• Be up to date and aware of school events, enabling queries to be handled effectively.
• Receive diverted calls and messages for Headmaster’s Office, Bursar’s Office, Admissions, the Health Centre and the Bursary, as and when required.
• Assist with any administration tasks for the Estates or Porter Teams, as required.
• As a member of the Reception team, assist with the cover of holiday/sick periods for the other Receptionists. This may involve an occasional Saturday morning, when the School is open.
• Be smart and tidy of appearance, wearing the Receptionists uniform.

Knowledge / Experience

• GCSE or equivalent  (E)
• Previous telephone / receptionist experience  (E)
• Experience of working within a school  (D)
• Working in a busy reception office or similar environment  (E)
• Effective administration skills  (E)
• Able to work on own initiative, handling and completing important tasks  (E)
• Computer literate, experience of using email and Microsoft Office  (E)
• Excellent telephone manner  (E)
• Professional and courteous manner at all times  (E)
• Ability to multi-task  (E)
• An interest in gaining knowledge of all areas within the school  (E)
• Helpful and friendly personality, willingness to go the extra mile  (E)
• Well presented and able to create an excellent first impression of the school  (E)
• Team player, able to work effectively within a small team  (E)
• Flexible  (E) 
• Live locally  (D)

Canford School is committed to equality, diversity and inclusion in all areas of our Community and encourages applications from all suitably qualified candidates.

Canford School is committed to safeguarding and promoting the welfare of children and young people.

The successful applicant will be required to undergo child protection screening.