Receptionist and Administrative Assistant

From the advert

The Role

The Receptionist and Administrative Assistant is often the first point of contact for visitors, families and professionals. The role combines a welcoming reception service with accurate and responsive administration, helping the school to operate smoothly and professionally.

The postholder will work across a broad range of school processes, including communication, pupil administration, attendance, policies, data, transport, operational support and coordination of meetings and documentation. The role requires excellent organisation, confidentiality, sound judgement and the ability to manage competing priorities.

This is a varied role in a specialist school environment. The successful candidate will be positive, adaptable, calm under pressure and committed to supporting the wider school community.

Key responsibilities:

Reception

• Greet visitors and parents warmly, creating a positive first impression.
• Manage calls and messages promptly and professionally.
• Oversee visitor sign-in, identification checks and compliance with the school’s safeguarding procedures.
• Keep reception tidy and organised, handling post and deliveries efficiently.

Communication & Support

• Prepare and distribute letters, posters, newsletters, and certificates.
• Assist staff with helpdesk requests, photocopying, and general admin support.
• Maintain school calendars and assist with scheduling.

Administrative

• Manage pupil attendance records and update systems accurately.
• Coordinate lunch menus, dietary needs, and weekly fruit/milk orders.
• Update SharePoint sites and monitor form submissions.
• Organise photography for staff, pupils, and school events.
• Liaise with transport providers and handle route changes or emergencies.
• Complete filing, scanning, and maintain records.
• Maintain the school policy schedule, ensuring policies are reviewed, updated, amended and published within required timescales, and communicate policy updates and changes to staff via the Woodlands Staff Site.
• Provide administrative support across the school’s operational functions, including Finance, Health and Safety and HR.
• Coordinate and administer EHCP, SEND and wider pupil processes, including scheduling meetings, maintaining accurate pupil records and databases, preparing and distributing documentation, updating statutory information systems, monitoring actions and deadlines, and ensuring pupil information is accurate, up to date and compliant with local authority requirements.
• Support the school’s data administration processes by maintaining accurate records, systems and databases, ensuring compliance with UK GDPR, confidentiality requirements and the school’s data retention procedures

NOTE

We reserve the right to close this vacancy early should we receive a high volume of suitable applicants, so we encourage interested candidates to apply as soon as possible.