Job Details

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School Receptionist

Cheltenham

RESPONSIBLE TO:   PA to the Headteacher

MAIN PURPOSE: To ensure that visitors and callers to the school are well received. Handle all enquires relating to pupils. Along with the Head’s PA, ensure the smooth running of the school office. Provide first aid (training will be available).

To start 1st September 2025 with some training in July and August.

18 hours per week -

***These times and days are fixed as this position is a job share***

We wish to appoint an enthusiastic and committed School Receptionist with excellent interpersonal and communication skills and a commitment to working as part of a team.  It is a very exciting and rewarding time to be working at Balcarras.

Ofsted assessed Balcarras in 2005, 2009, 2014  and 2025 as “Outstanding” in every category.

Application

Further information including a job description can be found in the Applicant Pack by clicking on Apply Now. To apply, please complete an application form and send completed application forms via the email address to the right of this advert.

Closing Date for applications: Friday 20th June 2025, 9am.
Interviews will be on a rolling basis as and when suitable candidates apply.
Interested applicants are advised to apply straight away.

For further information about the post, please contact the school at the email address to the right of this advert.

The Balcarras Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.  This role will involve regulated activity with children. We particularly welcome applications from underrepresented groups including ethnicity, gender, transgender, age, disability, sexual orientation or religion. Please also read the Recruitment Selection and Disclosure Policy within “How to apply” which includes our policy on recruiting ex-offenders. All posts are subject to an enhanced DBS check and receipt of two satisfactory references.

Main Duties
Description

Telephone

Þ Operate the school telephone system including answering internal and external calls, make calls, and pass on messages in a timely manner via email, phone and put notes in staff pigeon holes or tutor trays.
Þ Check the school answerphone regularly.

Visitors

Þ Receive visitors and aid them issuing visitor badges via the electronic sign in system at the reception desk and handle all their enquiries in an appropriate and professional manner using the week ahead, school calendar and “sign in app.”
Þ Check DBS certificates  of visitors where appropriate.

Staff

Þ Receive staff at the reception desk and handle all their enquiries in an appropriate and professional manner displaying politeness and tact where necessary.

Pupils

Þ Receive pupils at the reception desk and handle all their enquiries in an appropriate and professional manner displaying politeness and tact where necessary.
Þ Direct pupils where necessary to the correct member of staff.
Þ Print pupil timetables when necessary.
Þ Check pupils have relevant permission before signing out.
Þ Advise the attendance officer/tutor when a pupil goes home unwell.
Þ Monitor the late book relaying information to the attendance officer when appropriate.

School nurse

Þ Welcome the school nurse each week.
Þ Aid the nurse should any pupils not turn up.
Þ Liaise with the medical administrator with regards to any vaccinations taking place including welcoming nurses.

Main Duties
Description

Bromcom (MIS)

Þ Provide information to staff and pupils from bromcom when required.
Þ Record holiday requests (see correspondence).

Front gate

Þ Monitor the front gate screen, answering the buzzer and letting visitors enter and exit the site as and when appropriate.

Correspondence

Þ Reply to and forward emails to the relevant person, from the school’s main admin email account.
Þ Type any other correspondence (email or letter) as and when requested—time permitting.
Þ Reply to holiday requests via bromcom and log on cpoms.

Post/deliveries

Þ Receive incoming post and deliveries, sign for packages/special deliveries and liaise with the site team when necessary.
Þ Frank out-going post and send recorded deliveries.
Þ During examinations, liaise with the exams officer with regards to collection of papers via courier.

Ties and Badges

Þ Distribute ties and badges for pupils that have  previously purchased via scopay, monitor stock levels, advising the Head’s PA when stock levels are low.

Photocopier and Franking Machine

Þ Operate the photocopier, franking machine and other office equipment.
Þ Order ink cartridges/labels for franking machine as required. Liaising with Pitney Bowes regarding any franking machine problems.

Stationery Orders

Þ Place orders for Admin stationery items for support staff as and when requested via the school online finance system  IRIS.
Þ Ensure the stationery cupboard is stocked with supplies.

Tea, Coffee, Sugar supplies

Þ Monitor the stock of tea, coffee and sugar. Place orders with the canteen to ensure the staff room and other staff areas have supplies for staff refreshments.

Lost property

Þ Deal with lost property on a regular basis and return to pupils if possible.
Þ Liaise with the site team for lost property collection week.

Accident forms

Þ Process staff/pupil accident forms. Ensure all details are completed/recorded, authorised by the Health & Safety Officer, files/recorded on the SHE database (depending on the severity/circumstances). Chase up and clarify details with the staff. involved.

Refreshments

Þ Prepare refreshments for weekly SMT meetings.
Þ Prepare refreshments for any adhoc meetings.

Reception/Front Office

Þ Ensure the reception area and front office is kept tidy and orderly including the visitor table, chairs in reception and water machine.
Þ Ensure the photocopier is well stocked.
Þ Prepare the reception area at the end of the day and first thing in the morning (medical book and pupil signing in/out book).

Main Duties
Description

Unwell pupils, Pupils with  Medical Conditions and First Aid

Þ Be a First Aider within the School  and perform first aid when required (training will be provided).
Þ Record all pupils with a green slip, sick or injured, in the medical book.
Þ Administer paracetamol/antihistamines to pupils according to their parental consent in bromcom, record in the medical book and notify parents via bromcom email/telephone call.
Þ Liaise with House Heads for advice on sick pupils and get authorisation if the pupil needs to leave the school (if attendance is low) except in an emergency.
Þ Follow health care plan instructions for pupils with medical conditions as per bromcom.
Þ Administer prescribed medicines to students if needed.
Þ Telephone pupil’s contacts and take any other action necessary.
Þ Monitor the medical room to ensure it is used appropriately.
Þ Monitor medical supplies advising the librarian of any low stock.

Supporting the PA to the Headteacher

Þ Filing.
Þ Typing.
Þ School Events.
Þ Document checks for DBS.
Þ Any other adhoc requests.
Þ Photocopying for interview packs.

We’re looking for a friendly, organised person with a real ‘can do’ attitude and a drive for doing a great job. The role will offer a variety of tasks and responsibilities – making a flexible/adaptable approach to your work essential. This is a job share position so from time to time there may be the requirement to switch shifts.

You may have some or all of these skills:

Þ Friendly and approachable to both adults and children.
Þ Great written and spoken communication skills.
Þ Excellent interpersonal skills – able to develop and build relationships with people from all backgrounds/organisational levels.
Þ Remain calm under pressure.
Þ Comfortable working independently and managing a variety of tasks and priorities.
Þ Attention to detail/accuracy.
Þ Team player.
Þ Strong organisational skills.
Þ Flexible/adaptable working style.

Training will be provided as follows:

Þ First Aid at work.
Þ Safeguarding Children - for Education - Level 1.
Þ Prevent.

Selection Process

Þ After the deadline for the position has passed there will be a shortlisting meeting with the Headteacher, Head of Department/Line Manager to review the applications.
Þ Qualifications, experience and suitability for the post will be considered during the shortlisting process.
Þ Unsuccessful applications will be notified by email. Unsuccessful candidates can request feedback by email.
Þ Successful applicants will be invited for interview by telephone or email.
Þ References will be requested at this stage.
Please stipulate clearly on you application form should you wish for your references not to be checked prior to job offer.
Þ A formal letter confirming the interview arrangements and plan for the day will then be emailed to candidates including details of documentation that will be required to be presented on the day.
Þ One of the requirements of the day will be to complete a “Declaration of Criminal Record and other information” check.
Þ If you have a DBS certificate from your current work place, you will be required to show this.
Þ Candidates will be required to undergo a formal interview (including safer recruitment questions) and where appropriate a task. All information concerning the day will be provided in the formal letter.
Þ A decision will be made on the day where possible.
Þ Both successful and unsuccessful candidates will be notified by telephone where possible.

For all enquiries about this position please email via the email address to the right of this advert.

Salary: Point 6-12 £10,525.92 - £11,582.57 Actual salary (FTE £25,183 - £27,711)

Hours Per Week: Full time—term time only

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