Receptionist

Job Title: Receptionist

Department:

Reports to: Headmaster / Deputy General Director for Marketing, Communications and Admissions

Job Purpose:

School Receptionist is the first point of contact for visitors, staff, and pupils within a school. The school receptionist is responsible for providing a welcoming environment and ensuring that all administrative tasks are completed efficiently and effectively. In addition to these responsibilities, School Receptionist also play a crucial role in maintaining pupils records, including attendance, and communicating this information to teachers and parents etc. and perform this work under the guidance/direction of the Head of Primary.

Main Duties and Responsibilities:

• Front desk management

• Greet and assist visitors, parents, and pupils, and direct them to the appropriate person or department, address their concerns and complaints.

• Adhere to the signing in process for visitors and contractors ensuring the correct badges are issued, providing supervision as necessary.

• Answer incoming calls, take messages, and redirect calls as required.

• Assist to providing the information the parents or direct them to the appropriate staff member.

• Manage pupil’s attendance records and communicate to teachers about absences or other inquiries.

• Provide information about the school, such as schedules, extracurricular activities, events, or policies.

• Assist with pupil registration and the update of pupils’ records.

• Maintain an organized and welcoming reception area.

• Sell school uniform to parents, help them to find proper size for kids, oversee the quality of school uniform and the remaining stock.

• Communication and Correspondence

• Coordinate and schedule appointments and meetings as required.

• Perform administrative tasks, including filing, typing, and managing emails.

• Receive, sort, and distribute mail and incoming packages within the school, maintain records, including keeping the tracking documents.

• Manage and liaise with mail сarriers regarding collections and delivery.

Visitor Management

• To confirm the appointments to the security and notify of the visitor arrival the relevant staff.

• Issue/collect visitor badges.

• Assist with directions/accompany to various locations within school.

• In case of emergency/evacuation communicate with first responders and ensure that the visitors are accounted for.

• Record keeping and data entry
• To produce, maintain accurate records.
• Assist to handling pupils enrollment records.
• Support the school administration in various tasks as needed.
• Provide regular reports on the remaining stock of uniforms and if any replenishment is required, reconcile the actual quantities with the sold amounts at the end of each month/quarter.

Assisting school staff

• Coordinate meetings between staff members and parents, reschedule appointments when necessary.

• Engage in various additional responsibilities that contribute to the overall functioning of the school.

• Assist with the organization of school events, such as open houses, parent-teacher conferences, and school fairs etc.

• Provide support for school technology, including troubleshooting basic issues and assist staff with equipment.

• Manage day-to-day issues with home to school transport.

• Support the Head of Primary with admin task on an adhoc basis. 

Educational Requirements:

• A bachelor's degree in education, business administration, marketing, or a related field is preferable.

Experience:

• Previous experience in receptionist or administrative support role preferred.

• Proficiency in Microsoft Office Suite and database management software.

Knowledge and Skills:

• Strong interpersonal and communication skills, with the ability to interact effectively with prospective pupils, parents, faculty, and staff

• Excellent organizational and time-management abilities, capable of handling multiple tasks and deadlines simultaneously.

• Willingness to undergo training and professional development to stay current on School policies, procedures, and best practices.

• Attention to detail to ensure accurate record-keeping and to follow procedures correctly.

4. Customer Service Orientation: 

• Commitment to providing exceptional customer service to prospective students and their families throughout the admissions process. 

• Customer service skills to deal effectively with inquiries, complaints, or issues from parents, students, or staff.

• Dedication to promoting diversity, equity, and inclusion within the admissions process and the school community.

• Adherence to confidentiality and data protection regulations regarding student information. 

  PERSON SPECIFICATIONS:

Language Skills: 

• Proficiency in English essential, Russian and/or Kazakh language desirable.