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Administrative Assistant/receptionist

3 months ago

Torrance, United States Institute of Technology and Academics Full time

JOB DESCRIPTION - School Reception/Administrative Assistant

Reports to: School Principal

GENERAL RESPONSIBILITIES

Providing receptionist support to the school - being the first contact / front line in receiving visitors, staff and pupils to the school, Providing pupil and staff attendance support to the school, To assist the Office Manager and Leadership Team, To provide administrative support to the school Faculty and Support Staff as and when required, as appropriate

ESSENTIAL TASKS (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

1. Providing receptionist service to the school, including:
⦁ Welcoming, receiving, signing in and dealing with and directing staff, pupils, parents, school governors, school visitors and other stakeholders as appropriate

⦁ Managing the staff, pupil, parents and visitor school entry system

⦁ Operating the school’s main telephone, transferring calls, or taking and delivering messages as appropriate

⦁ Managing the school’s main inbox, replying, forwarding messages and making appointments for staff as appropriate

⦁ Updating the school information display, adding and removing content as appropriate

⦁ Updating the school’s website and or other social media websites, adding and removing content as appropriate

2 Providing admin support to the school’s administrative function, including:
⦁ Receiving and sorting incoming mail for delivery to appropriate staff

⦁ Recording, stamping and posting outgoing mail

⦁ Routine word processing, as and when required

⦁ Collecting, counting and recording daily cash, cheques and electronic payments received into the office such as monies received for pupil dinner, staff dinner, breakfast club, afterschool club, school journey and school trips, fundraising etc.

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⦁ Assisting with the recovery of outstanding monies to the school by maintaining accurate records and generating reminder letters and/or making calls for outstanding monies for pupil dinner, staff dinner, breakfast club, afterschool club, school journey and school trips etc. on a regular basis

⦁ Assisting with the maintenance of the school's confidential computerised database of information (Management Information System: ) on pupils and staff, and producing reports from same

⦁ Assisting in the maintenance of the school’s filing and archiving systems

⦁ General clerical and administrative tasks such as photocopying, printing, faxing, laminating etc. Reporting equipment faults e.g. printer and photocopier, laminator, water cooler, noticeboard screens, telephone and fax system etc. and other equipment to relevant person or department, including following up on and taking steps to ensure the faults are resolved in a timely manner

⦁ Organising the storage of office supplies, student records, and other office materials

⦁ Assisting in generating statutory and non-statutory reports and returns to the
Local Authority and government as required, in a timely manner, meeting deadlines

3. Providing attendance support to the school’s administrative function, including:
⦁ Assisting the school administration in ensuring pupil attendance is marked accurately

⦁ Assisting the school administration in ensuring that reasons for pupil absence are obtained and recorded each morning and afternoon

⦁ Assisting the school administration in obtaining, recording, reporting and filing pupil attendance records confidentially and accurately

4. Safeguarding:
⦁ To have due regard for safeguarding and promoting the welfare of children and young people and to follow the child protection procedures adopted by the school

⦁ To assist the school in enforcing the school vetting procedure, obtaining visitors’ vetting details e.g. DBS certificate, Photographic ID etc.

⦁ To assist staff in the day to day implementation of the school Visitor Policy

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Pay: $21.00 - $24.00 per hour

Expected hours: 40 - 45 per week

**Benefits**:

- 401(k)
- Health insurance
- Paid time off

Schedule:

- 10 hour shift
- Morning shift

Ability to Relocate:

- Torrance, CA 90504: Relocate before starting work (preferred)

Work Location: Hybrid remote in Torrance, CA 90504