OFFICE MANAGER / LEAD RECEPTIONIST

To lead the school office and ensure that administrative services are organised, responsive, compliant and welcoming. The Office Manager coordinates people, systems, information and day-to-day workflows so that leaders, staff, pupils and families receive reliable support and the school operates smoothly. The post holder also acts as Lead Receptionist, personally setting and upholding front-desk standards and providing senior cover at reception.

Desired Candidate Profile

Office Leadership and Service Standards

• Lead, allocate and review the work of reception and administrative staff, setting clear priorities and service expectations.
• Establish efficient office procedures, shared calendars, filing systems, communication protocols and cover arrangements.
• Provide coaching, induction and day-to-day support to administrative colleagues, addressing performance or workload issues promptly.
• Promote a calm, professional and solutions-focused front-office culture.

Lead Reception and Front-of-House Duties

• Act as Lead Receptionist, personally covering the front desk when required and setting the standard for visitor welcome, telephone manner and enquiry handling.
• Ensure visitor identification, signing-in, badge, escort and access procedures are applied consistently and that safeguarding or security concerns are escalated immediately.
• Oversee accurate recording of late arrivals, early departures and authorised pupil collections, ensuring identity and collection arrangements are verified before a pupil is released.
• Manage reception rotas, cover and handover so that the front desk is staffed and responsive throughout school operating hours.
• Ensure reception inboxes, calls and messages are monitored, logged and routed promptly, and that the School Nurse or designated first-aider is contacted without delay when medical attention is required.

Executive and Administrative Support

• Provide high-quality administrative support to the Headmaster and Senior Leadership Team, including correspondence, meeting coordination, reports and briefing materials.
• Manage key school calendars, deadlines and administrative action logs to ensure timely follow-through.
• Coordinate official correspondence and ensure documents are accurate, appropriately approved and securely retained.
• Support whole-school planning, inspections, accreditation activity and major school initiatives.

Operational Coordination

• Coordinate administrative arrangements for events, parent meetings, school trips, examinations, training and visitors.
• Act as an operational link between academic, admissions, HR, finance, facilities, transport and support departments.
• Oversee office supplies, routine procurement, vendor communication and administrative inventories within approved controls.
• Maintain clear escalation routes for urgent operational, safeguarding, health and facilities matters.

Records, Compliance and Quality Assurance

• Ensure administrative records, forms, templates and shared drives are accurate, current and consistently maintained.
• Support preparation for BSO, COBIS, Ministry and other external reviews by coordinating evidence and administrative documentation.
• Apply school policies for confidentiality, records retention, data protection and secure information handling.
• Review office processes regularly and implement practical improvements that reduce delay, duplication and error.

Stakeholder Communication

• Ensure parent, visitor and staff enquiries are acknowledged and routed efficiently, with agreed response standards monitored.

• Handle sensitive or complex concerns professionally and escalate matters to the appropriate leader when required.

• Maintain productive relationships with parents, staff, suppliers, government contacts and external agencies.

• Ensure front-office communications are courteous, consistent and culturally appropriate.

  Working Arrangements

  • The role is based on-site during the school working week and may require support outside normal hours for major events, inspections or urgent operational matters.
  • The post holder must be visible and accessible to staff and families while maintaining appropriate professional boundaries.
  • The post requires a visible front-of-house presence during school operating hours, including direct reception cover at peak times or during staff absence.