Receptionist

Сипаттама

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. – IMPORTANT: Can translate the speech of the Headmaster for Public