Administration / Reception Enhanced Child DBS required

MUST HAVE A CURRENT ENHANCED CHILD DBS TO APPLY FOR THIS.

Main Areas of Responsibility

Reception

Greet and receive all visitors to Head Office in a professional manner, ensuring

compliance with safeguarding and Health & Safety protocols.

Operate the telephone switchboard, directing calls to appropriate departments or

staff members, taking messages, and responding promptly to enquiries from

parents/carers and the public.

Maintain the reception area and meetings rooms to a high standard, ensuring

they are tidy, presentable, and reset after use. Report any maintenance issues to

the Office Manager.

Support the Office Manager with office maintenance tasks, including

coordinating fire drills, liaising with engineers, and managing heating/air con

servicing.

Organise and prepare refreshments for meetings and events.

Update employee records to reflect staff changes for switchboard/Inventry

accuracy.

Manage incoming and outgoing mail and parcels, including maintaining the

franking machine account and ordering supplies.

Coordinate courier services and manage related accounts.

Maintain the academy contact sheet, ensuring Principal and PA details are

current.

Foster positive relationships with staff, contractors, and external agencies to

support the Federation's objectives.

Administration

Provide confidential administrative support including, photocopying, typing,

electronic filing, emailing, completing standard forms, and responding to routine

correspondence.

Maintain both manual and digital records and management information systems.

Generate and update distribution lists and data reports as required. Manage the

Federation's account including forwarding, redirecting messages

and tracking incoming complaints.

Assist with the preparation and distribution of Board papers to staff and

stakeholders.

Provide cover for selected duties in the absence of the Office Administrator, such

as website updates.

Maintain and update Head Office Flickr account.

Collect and collate information annually for mailing lists.

Order office stationery and ensure the stationery room is organised and safe.

Reconcile monthly credit card statements and process internal recharges.

Manage and renew annual subscriptions.

Raise purchase orders and reconciled associated administrative invoices.

Undertake additional clerical and administrative tasks as reasonably required

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