Managed by: Director of Marketing and Development
Reporting to: Director of Marketing and Development

Ditcham Park School

Ditcham Park School is a unique, successful and thriving school situated in 16 acres of the beautiful South Downs National Park. We have 400+ pupils, aged 4 to 16 years who benefit from a caring and supportive ethos and relatively small classes. GCSE results are consistently impressive and the school was ranked 14th best independent school, in category, in the country based on its GCSE results. Pupils of Ditcham Park School are proud of their vibrant learning community which is committed to providing everyone with the opportunity to discover their talents, realise their potential and become well rounded, socially responsible citizens in a school ‘where every child is known and valued’.

We are seeking a highly organised and professional school Receptionist Administrator to join our team.  The role is required 5 days per week, 8.00am to 6.00pm.  The working hours are 40hrs per week and we typically operate an early shift or a late shift across our staff.  We have full time/term time and permanent/Fixed Term Contract options available so can be flexible to discuss further during interview.

Receptionist Administrator

The Receptionist Administrator is based at the reception desk in the main school entrance and is the first point of welcome for all visitors, pupils and staff. The successful candidate will be responsible for managing the school reception area, keeping on top of pupil attendance lists, paperwork associated with trips and events, as well as supporting the Headmaster, Head of HR and Director of Marketing and Development with various administrative tasks. Alongside this, the Reception Administrator is also required to provide first aid support to the pupils (training will be provided if necessary) and to answer the phone to enquiries. The ideal candidate will have excellent communication and interpersonal skills, strong attention to detail, and the ability to work independently and as part of a team.

Key Responsibilities

• Manage the school reception area, including answering phones, greeting visitors, and responding to enquiries, ensuring everyone receives a great first impression.
• Provide first aid support to students as needed, maintaining accurate records of first aid incidents and treatments.
• Maintain accurate records and files, including student records, attendance records, and other administrative documents.
• Adhering to Safer Recruitment, sign in and ensure ID is obtained from visitors, interview candidates and contractors.
• Ensure compliance with school policies and procedures, including health and safety regulations and HR.
• Receive and distribute incoming post and deliveries, as well as prepare outgoing post.
• Input details of meetings/events etc. onto the school’s SharePoint calendar and parent portal calendar and keeping it up to date.
• School trip compliance coordination.
• Inputting all stages of pupil data onto Schoolbase.
• Assist with administrative tasks, such as consumables ordering, filing, scanning, data entry, and photocopying.
• Collaborating with teachers and staff to support the smooth running of the school, any other duties of a receptionist administrator nature that may be required from time to time.

Key Skills

• Excellent oral and written communication skills.
• Excellent customer service through strong inter-personnel skills and a smart, professional personal appearance.
• Confident use of IT systems including Word and Excel is essential.

Personal Specification

• Possess a friendly, professional and engaging manner.
• Passion to provide outstanding service to all stakeholders.
• Willing to support colleagues at all times.
• The ability to work under pressure at busy times.
• Proactive and solution-focused.
• Ability to multitask and prioritise tasks effectively.
• Attention to detail and strong organisational skills.
• Maintaining confidentiality and professionalism at all times is essential.

Qualifications & Experience

• Previous experience in a receptionist or administrative support role preferred.
• First aid certification (training can be given if not already applicable).
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office and Office 365.
• Experience of school/CRM systems is desirable.
• Previous experience of working in a school setting is desirable.

Salary:  £26,000 to £29,000 FTE per annum, depending on experience.

The duties and responsibilities in this job description are not restrictive and the post holder may be required to undertake any other duties which may be required from time to time. Any such duties should not, however, substantially change the general character of the post.

Due to the isolated nature of the school setting, candidates should have their own transport. The nearest train station is Petersfield Station, however it is a 10 minute drive up to the top of the South Downs where the school is situated.

This Governing body is committed to safeguarding and promoting the welfare of children and young persons. The Headmaster must ensure that the highest priority is given to following guidance and regulations to safeguard children and young people. Applicants for this role must also undergo child protection screening, including checks with past employers, and this appointment is also subject to the receipt of an Enhanced Disclosure & Barring Certificate from the Disclosure & Barring Service. There are no exemptions for spent convictions and you are required to disclose any conviction by a court.  Please give details of any convictions or indicate not applicable.

As with all School employees, it is the School responsibility to adhere to and ensure compliance with the School’s Child Safeguarding Policy at all times, thus promoting and safeguarding the welfare of children and young person’s with whom he/she comes into contact.

If, in the course of carrying out the duties of the post, you become aware of any actual or potential risks to the safety or welfare of children in the School, you must report any concerns to the School’s Designated Safeguarding Lead.

This position is subject to an enhanced DBS certificate in the event of a successful application.

In accordance with the Health and Safety at Work Act 1974 all employees have a duty to look after their own and other’s health and safety. Ditcham Park School is an Equal Opportunity Employer.

Application procedure

To apply for the position, please complete the application form and email it to recruitment@ditchampark.com.  To keep your data safe, we recommend encrypting emailed applications.

Interview date arranged on application.

Agencies need not apply.