Receptionist (with Reprographics Support)
Managed by: Registrar and Communications Manager
The Reception Desk is the first point of contact with parents and visitors, and as such as a vital element of the School. The post holder is required to represent the School, provide a professional and friendly greeting and support to colleagues, parents, guests and students. Working together, the reception team help students during arrival and departure from school, manage communications to parents both face to face, by telephone and virtually, and support colleagues as a central hub of information. Such tasks are shared between the Senior Receptionist and receptionist as required and according to workload. The post holder is required to have high standards of spoken and written English and Mongolian and be a supportive team-player with all members of the administration and academic teams. In addition, the post holder will also be responsible for providing reprographics support to all colleagues as necessary.
The post holder is expected and required to adhere to the following requirements.
- Meet and greet parents, guests, colleagues and students.
- Ensure all guests and staff sign in and out of school (providing and recording visitor badges on arrival/sign out).
- Ensure parents are fully supervised at all times when in school.
- Take telephone calls and pass information to the appropriate people.
- Resolve or pass on questions and/or complaints to the Registrar and Communications Officer.
- Arrange meetings between staff and parents when required.
- Check, forward, and answer emails to the general school email account.
- Contact parents who have not collected their child at the end of the school day.
- Keep a log of names of students who have been collected late and share with the relevant members of the Extended Leadership Team (ELT).
- Keep a log of all phone calls made by students.
- Produce and circulate notices to students as required by the Academic Team.
- Prepare refreshments for guests and visitors.
- Ensure the Reception areas is kept attractive, tidy and welcoming.
- Support the Senior Receptionist and deputise in his/her absence.
- Assist with all aspects of attendance and admissions as requested.
- When required, work with the Registrar and the Academic Team to prepare admissions packages, applications, make copies, create student files and call parents to arrange appointments for interviews, tests and registration.
- Assist the Academic team with efficient copying and printing of educational materials on a day-to-day basis according to the school reprographics policy.
- In addition to copying, provide laminating and binding services as required.
- Develop technical competence with the reprographics equipment in order to independently resolve minor issues such as re-filling with paper, replacing toner cartridges and clearing paper jams.
- Regularly update the IT Technical Support team on required maintenance and repairs of the reprographics equipment.
- Keep departmental accounts of usage of the reprographics support and periodically report to the Senior Leadership Team.
- Maintain and manage all associated stock and compile orders when necessary .
- Comply with the legal requirements of copyright licensing procedures.
- Translate official documents and correspondence as requested.
- Process incoming and outgoing documents.
- Answer external and internal communication promptly.
- Provide typing and documentation generation when necessary.
- Process outgoing and incoming mail.
- Assist with printing and distribution of academic reports to parents.
- Ensure all confidential documentation is kept in secure locations as per school policy.
- Provide support to the daily operation of the school.
- Deputise for absent colleagues as required.
Safeguarding and Supporting the Wellbeing of Students
- To provide a safe and secure environment in which children can develop intellectually, physically, socially and emotionally, and specifically:
- having awareness and compliance with the School’s Child Protection Policies;
- attending and applying Safeguarding training and practice;
- supporting effective monitoring and supervision of students around the School at all times, regardless of task or duty;
- supporting the School’s PSHE programme;
- maintaining positive and constructive relationships with parents;
- supporting and following the School’s Human Resources and Recruitment procedures;
- awareness and compliance with the School’s Health, Safety and Environment (HSE) policies and protocols.
- To be vigilant for situations or evidence of a child being hurt or harmed by another person in a way that may impact the child’s health, development or well-being.
- To pass on any suspicions of a child being hurt or harmed by another person or details of disclosure(s) to designated colleagues in accordance with the School’s Child Protection Policy.
General School Expectations:
- Promote English as the language of communication throughout the School.
- Set a good example at all times by adopting a professional appearance.
- Promote the school at all times both in school and in the community.
- Take on additional responsibilities and duties as reasonably required by the Head Master.