Clerical Assistant and Receptionist

: Clerical Assistant / Receptionist at Weaverham High School

Grade: 3

Reporting to: Office Manager

Job Purpose

To provide a high-quality administrative service to the school and offer effective support to the reception function, ensuring smooth day-to-day operations and a positive experience for pupils, parents, staff, and visitors.

Key Responsibilities

1. Administration and Data

Undertake general administrative duties to support the efficient running of the school:

Prepare and send letters, texts, and emails to parents, staff, and external stakeholders

Carry out word processing and data entry tasks with accuracy

Use SIMS to check, update, and maintain pupil information

Scan and securely store documents

Support administration relating to new Year 6 pupil intake

2. Data Support

Provide support to the Data Manager by:

Assisting in the production of progress reports and annual reports as required

Setting up and managing online appointment systems for Parents’ Evening

Supporting with queries relating to Insight (parent communication system)

3. Reception Cover

Deliver a professional, welcoming, and efficient reception service:

Act as the first point of contact for visitors, parents, and telephone enquiries

Sign pupils in and out of the building in line with safeguarding procedures

Ensure all telephone messages are accurately recorded and passed to the relevant staff

Maintain visitor logs, ensuring all visitors sign in/out and receive appropriate identification badges

Handle enquiries and complaints from parents and members of the public in a courteous manner

4. Communication and Customer Service

Provide a high-quality telephone and front-of-house service (internal and external)

Ensure all callers and visitors are dealt with promptly, professionally, and efficiently

Maintain and enhance the positive image of the school at all times

5. Welfare and First Aid

Provide first aid support to students and staff where required

Maintain accurate records of first aid incidents in line with school procedures

6. General Support Duties

Assist colleagues with administrative tasks during busy periods

Ensure confidentiality is maintained at all times

Support the smooth running of the school office and reception area