Springfield Preparatory School Administrative/Secretarial Jobs in Kasoa
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The School Administrator / Receptionist is the first point of call for visitors to the School. As the ‘face’ of the school the receptionist will be welcoming, personable, helpful and able to represent the school in a professional and friendly manner. In addition, it is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach. You will also assist with general day to day admin tasks which therefore require a good level of IT skills although full training will be provided.
Job Summary
- To ensuring the safety and security of the school at all times and communicate effectively with the school security guard
- To provide a comprehensive and seamless administrative support service in order to ensure the smooth running of the school.
- To act as the first point of contact for the School; welcoming visitors and answering any incoming calls. Ensure that appropriate actions are taken in a timely manner.
- Maintaining and updating school information, records and databases
- To input student data and assist with administering and managing attendance records.
Key Responsibilities
General Administration
- To use the databases and administrative systems, ensuring they are kept up to date and relevant information is disseminated to appropriate members of staff
- To take ownership for various projects to meet the needs of the school e.g. admissions/pupil data, and agendas/minutes
- To produce documents (including presentations, correspondence, reports and spreadsheets), working to produce a finished document in line with school standards, making certain that confidentiality is maintained when required
- To keep the reception visitor screen updated at all times with appropriate information.
- To ensure that telephone and email queries are dealt with effectively, taking the initiative to identify and handle issues that arise on behalf of the leadership team and others
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- To sort and distribute all incoming post on a daily basis
- To prepare all outgoing post
- To provide general administrative support across the academy
- To maintain manual and computerised records and management information systems, including the input of student data daily and maintaining pupil records
Reception
- To act as the school’s receptionist, providing a first point of contact for all incoming calls to ensure that they are answered in a timely and professional manner correctly routed to their intended recipients, or an appropriate member of staff, to assure a quick and effective communication system
- To greet visitors to the reception area as required, ensuring that visitors are welcomed into a friendly, professional environment
- To log telephone calls and ensure that relevant information is passed on in a timely manner
- To listen to the school’s voicemail, recording all messages and ensuring that they can be dealt with by an appropriate member of staff in a timely manner
- To ensure the reception area is clean, free from clutter and well presented as first impression of the school.
- To ensure that key information is available at the main reception, i.e. up-to-date telephone list.
- To ensure that relevant information / literature is available in the reception seating area, i.e. times of the school day, school prospectus, newsletters, etc.
- To ensure that the reception diary is updated regularly, i.e. with visitor detail.
- To ensure that internal and external perceptions of the school are managed and protected within favourable boundaries, maintaining confidentiality wherever appropriate. The role holder will need to liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy
Personal characteristics
- Genuine passion and a belief in the potential of every pupil
- Helpful, calm, caring, professional and positive attitude
- Flexible attitude to work and willingness to support colleagues.
- A ‘can do’ approach
Salary: Negotiable
Location: Kasoa
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