Clerical Assistant and Receptionist

: Clerical Assistant / Receptionist at Weaverham High School

Grade: 3

Reporting to: Office Manager

Job Purpose

To provide a high-quality administrative service to the school and offer effective support to the reception function, ensuring smooth day-to-day operations and a positive experience for pupils, parents, staff, and visitors.

Key Responsibilities

Administration and Data

• Undertake general administrative duties to support the efficient running of the school:
• Prepare and send letters, texts, and emails to parents, staff, and external stakeholders
• Carry out word processing and data entry tasks with accuracy
• Use SIMS to check, update, and maintain pupil information
• Scan and securely store documents
• Support administration relating to new Year 6 pupil intake

Data Support

• Provide support to the Data Manager by:
• Assisting in the production of progress reports and annual reports as required
• Setting up and managing online appointment systems for Parents’ Evening
• Supporting with queries relating to Insight (parent communication system)

Reception Cover

• Deliver a professional, welcoming, and efficient reception service:
• Act as the first point of contact for visitors, parents, and telephone enquiries
• Sign pupils in and out of the building in line with safeguarding procedures
• Ensure all telephone messages are accurately recorded and passed to the relevant staff
• Maintain visitor logs, ensuring all visitors sign in/out and receive appropriate identification badges
• Handle enquiries and complaints from parents and members of the public in a courteous manner

Communication and Customer Service

• Provide a high-quality telephone and front-of-house service (internal and external)
• Ensure all callers and visitors are dealt with promptly, professionally, and efficiently
• Maintain and enhance the positive image of the school at all times

Welfare and First Aid

• Provide first aid support to students and staff where required
• Maintain accurate records of first aid incidents in line with school procedures

General Support Duties

• Assist colleagues with administrative tasks during busy periods
• Ensure confidentiality is maintained at all times
• Support the smooth running of the school office and reception area

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