School Receptionist

Job Summary

The Receptionist is the first point of contact for parents, visitors, students, and prospective families, providing a warm, professional, and welcoming experience. The role is responsible for supporting effective communication between home and school through telephone, email, messaging platforms, and face-to-face interactions while ensuring the efficient operation of the Reception Office.

The Receptionist also provides essential administrative support by maintaining student records, coordinating Parent-Teacher Conferences, managing student attendance, and assisting with academic documentation and reporting. The role plays a vital part in delivering exceptional customer service and supporting the school's daily operations.

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Key Responsibilities

Reception & Customer Service

• Welcome parents, visitors, prospective families, students, and external guests in a professional and friendly manner.
• Answer and direct telephone calls, emails, and enquiries promptly and professionally.
• Provide accurate information about the school and direct enquiries to the appropriate department.
• Ensure all visitors follow school safeguarding and visitor sign-in procedures.
• Maintain a welcoming, organised, and professional Reception area.

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Home-School Communication

• Support effective communication between the school and families via email, telephone, messaging platforms, and face-to-face interactions.
• Respond to routine parent enquiries and direct more complex matters to the relevant staff.
• Assist in distributing school notices, newsletters, letters, and announcements.
• Ensure timely communication regarding student attendance, appointments, and school activities.

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Admissions & Visitor Support

• Welcome prospective parents and visitors to the school.
• Coordinate appointments and school tours with the Admissions Team.
• Provide information packs and support the visitor registration process.
• Ensure every prospective family receives a positive first impression of the school.

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Student Administration

• Maintain accurate student information and records within the school's management system.
• Support updates to student personal details and enrolment records.
• Assist with the preparation and filing of academic documentation.
• Maintain confidentiality of all student and family information.

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Attendance Management

• Record and process late student arrivals.
• Update attendance records in the school's management system.
• Communicate attendance information to relevant staff where required.
• Follow school procedures for attendance monitoring and reporting.

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Parent-Teacher Conference Coordination

• Coordinate Parent-Teacher Conference schedules across EYFS, Primary, and Secondary.
• Manage appointment bookings and scheduling systems.
• Support teachers and parents throughout the booking process.
• Ensure schedules are communicated accurately and efficiently.

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Academic Administrative Support

• Assist with the preparation and distribution of student reports and academic documentation.
• Support the Academic Team with administrative tasks during reporting periods.
• Prepare letters, certificates, and other academic documentation as required.
• Maintain organised filing systems for academic records.

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General Administrative Support

• Provide administrative support to the school leadership and administration teams.
• Coordinate courier deliveries, incoming and outgoing mail.
• Maintain office supplies and reception resources.
• Assist with school events and administrative projects when required.
• Perform other duties assigned by the Administration Manager or Senior Leadership Team.

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Person Specification