Purpose of the job:
Darton Academy are looking to appoint a Receptionist to join our academy as soon as possible. To be the first point of contact for parents and visitors, by telephone and in person, ensuring information flows are accurate and effective. To deal with incoming and outgoing post as well as assisting with other general office duties.
This is an exciting time to join our school. Darton Academy joined Delta Academies Trust in October 2018 and we have started with confidence on the journey towards ‘outstanding’. As the highest performing secondary school in Barnsley for Progress 8, and one of the most improved schools in the country, we are making real progress already. We are a happy and vibrant school which serves the communities of Darton, Kexborough and surrounding areas. We are within easy reach of Leeds, Wakefield and Sheffield, as the academy is located minutes from J38 of the M1.
When you make your first visit to Darton Academy you immediately get the sense that it is more than just a school. The state of the art learning and sporting facilities, along with the purposeful and happy atmosphere are hard to miss. The school is continuing to develop its ICT infrastructure and use of mobile and new technologies to support and enhance learning.
All students are valued, regardless of their background or ability. We treat our young people with respect, and give them all the opportunity to achieve their potential. Our goal is for all our students to leave us as happy, well-qualified, confident young adults who go on to excel in the local sixth-forms, colleges, universities, and the wider world. We combine high expectations and high standards with a strong sense of kindness, inclusivity and enjoyment. Our primary focus is to instil a love of learning, and to encourage all students to be respectful, determined, hardworking, confident and ambitious through the Darton mindset of respect, responsibility and resilience.
You would be joining an academy that places learning at the heart of everything it does. If you feel you have the necessary skills and experience required for this position then we would very much like to hear from you.
Visits to the Academy are warmly welcomed by appointment. Please call the academy to arrange your visit on 01226 232306.
Duties & responsibilities:
- To provide a welcoming environment for parents, visitors and students to the academy and assist them in locating other staff or areas of the building
- To maintain an accurate signing in record and issue security badges for all visitors to the academy
- To provide information to visitors either verbally or paper based
- To operate the academy’s telephone system in a manner which is at all times, welcoming, efficient, effective and accurately informed
- To keep abreast of developments within the academy to ensure accurate information is given out at all times
- To ensure that letters, telephone messages, emails and faxes received at reception are forwarded to staff by the most efficient method
- To operate internal communication systems efficiently and effectively
- To process incoming and outgoing mail, liaising with Royal Mail, or other mail distributors, to ensure continuity of service
- To organise the freighting of parcels/packages and complete appropriate documentation
- To ensure postal supplies are maintained and ordered as necessary
- To ensure the franking machine is in credit at all times
- To monitor levels of stationary supplies and order stock as required
- To check the accuracy of supplies when it is delivered
- To maintain a database of enquirers and send out information about the academy
- To undertake word processing, photocopying, fax and filing duties as requested by the Office Manager
- To ensure that the photocopier and fax are maintained, ready for use e.g. loaded with paper on a regular basis
- To report photocopier and fax machine faults and monitoring progress to ensure that they are back in working order as quickly as possible
- To update and issue the internal telephone list as required
- To keep the pigeon hole system up to date, inserting new ones for new staff and clearing down leavers
- To organise and maintain the working area of reception
- To be responsible for ensuring the foyer is welcoming, organised and up to date with current brochures and notices
- To assist with arrangements for transportation of students to and from the academy
- To assist with student first aid and welfare duties
- To work flexibly, including contributing to the academy’s projects of a general nature and providing cover for other office staff
- To participate in staff appraisals and training programmes as required
- To ensure strict confidentiality in all areas of work.
- To work and process personal and sensitive information in accordance with Data Protection Act 2018 including the General Data Protection Regulations (GDPR) 2018.
- To ensure work is conducted in a way that protects the safety and security of information (e.g. strong passwords, reporting breaches, securing paper records, securely disposing of records).
- To understand and comply with the statutory guidance regarding safeguarding of children, ensuring the safeguarding and promotion of children’s welfare at all times, reporting any concerns to the Designated Safeguarding Officer immediately.
- To comply with the Trust and academy’s policies and procedures at all times.
To undertake other reasonable duties (with competence and experience) as requested, in accordance with the changing needs of the organisation.
External: Contractors, suppliers, parents, external agency professionals, other Trust staff
Internal: Students, staff, AAB members, parents and visitors to the academy
This job description may be subject to change, following consultation between the post holder and the Academy.
The Trust is committed to safeguarding the welfare of its students and the successful applicant will be subject to an enhanced Disclosure and Barring Service certificate and checks of the relevant barred list / prohibition lists.
Experience and Knowledge
Key: A = Application, I = Interview And Assessment, R = Reference, C = Certificate
- Relevant work experience or vocational training with regard to reception/office work (A/I)
- A good standard of written and oral language skills (A/I)
- Working in a school or office environment (A/I)
- Knowledge of a range of standard computer packages e.g. Microsoft Office, Outlook email (A/I)
- Ability to relate well to children and adults (A/I)
- Ability to work constructively as part of a team (A/I/R)
- Able to work with a good level of accuracy (A/I/R)
- Able to work to deadlines (A/I/R)
- Commitment to self and team development (A/I)
- A good sense of humour (A/I)
- Able to maintain a safe, calm and happy ethos (A/I)
- A commitment to abide by and promote the Academy’s Equal Opportunities, Health and Safety and Child Protection Policies (A/I)
- A professional responsibility to promote and safeguard the welfare of children and young people (A/I)
- The post holder will require an enhanced DBS (C)