School Receptionist/Administrator Full Time

We are looking to recruit an Office Receptionist/Administrator to work in our busy office at Normanhurst School in Station Road, North Chingford E4 7BA.

The successful candidate will have:

• Excellent admin skills including outstanding levels of accuracy and attention to detail
• A high level of IT proficiency, including accurate typing and keyboard skills
• Excellent MS Office proficiency, including in Excel
• A high level of discretion and confidentiality
• Excellent written and oral communication skills
• The ability to communicate with a wide range of audiences
• The ability to work effectively as part of a team
• A high level of flexibility and commitment to the role
• The willingness to show initiative and take responsibility.

The position is to start mid-April 2026, with the following terms of employment:

• Part time working 35 out of 52 weeks of the year (term times and training days)
• Hours from 8am until 3pm
• Salary £19,1520pa
• Company pension scheme
• Complimentary refreshments

Main Purpose of the Role

This role is as a receptionist and admin secretary in a busy school office at Normanhurst School in Chingford. You will have sufficient experience working in an office environment, proven secretarial skills and excellent awareness of customer service needs. Experience using all Microsoft Office packages, especially spreadsheets in Excel and Word documents, is essential and previous use of large databases would be useful.

Main Duties and Responsibilities:

General

• To help ensure that the office offers a welcoming environment at all times.
• To deal with enquiries from parents, staff and pupils as promptly as possible.
• To answer the telephones in a personable and welcoming manner.
• To arrange appointments as necessary.
• To deal with incoming correspondence and e-mails.
• To post letters and other external correspondence
• To type letters, documents and promotional literature as required.
• To use the IT systems and help keep the Engage database up-to-date.
• To record and file information, in strict confidence, when necessary and assist with school archiving.
• To attend meetings, taking notes and writing minutes as required.
• To photocopy and file relevant documentation.
• To assist with first aid for children and complete accident forms, as required.
• To administer medicines as required in accordance with parental consent.
• To ensure that all work, communication and demeanour conforms to Oak-Tree brand values.
• To be vigilant throughout the school day with regard to visitors entering and leaving the site, including signing in visitors.
• To promote equality of opportunity and anti-discriminatory practice.
• To comply with Child Protection procedures and report any concerns immediately to the relevant person.
• To follow Health and Safety procedures and report any concerns immediately to the relevant person.
• To follow the school’s Data Protection Policy.
• To provide three weeks’ holiday support for the School throughout the year.

Pupil-related Matters:

• To oversee the administration of the Engage attendance system on a daily basis.
• To ensure that the Attendance Registers are completed correctly on Engage.
• To contact families to check absence as and when it occurs.

Reception Duties:

• To keep the staff signing-in sheets regularly updated.
• To oversee the visitors’ signing-in book and ensure that lanyards are correctly issued and recalled.
• To oversee the pupil signing-in book.
• To manage, open and distribute the daily post.
• To ensure that the Reception area is kept tidy and presentable for visitors.

Ordering:

• To authorise invoices, order goods once processed and authorised by the Office Manager, then to unpack and distribute goods on delivery and to pass delivery notes to the Office Manager.
• To maintain the main budgeting spreadsheets and keep up-to-date with all daily orders.
• To check office supplies and, in conjunction with the Office Manager, order exercise books, diaries/planners, photocopying paper, accident books, school registers, batteries and any other items as and when required.

Extracurricular Clubs:

• Together with the clubs coordinator create the termly timetables and publish to staff and parents.
• Process all applications for clubs from parents and respond in a timely manner.
• Produce report for Accounts Department and ensure they have this in time for invoicing.
• Keep registers for clubs updated and inform all staff of the registers at the beginning of term and any changes thereafter.
• Update accounts of any cancellations or credits as and when they are received.
• Liaise with Peri team for new pupils and feedback to parents when places are allocated.
• Inform parents as and when there are cancellations and or changes made to clubs.

Staff Support

• To provide secretarial support for members of the Senior Leadership Team and other staff.
• To liaise with members of the Normanhurst School Parents’ Association in matters that require support.
• To provide administrative support on a rotational basis at parents’ evenings.
• To assist the Office Manager as required.

Professional Development

• To attend INSET courses and keep well informed about new developments in the educational world and statutory requirements.
• To take part in the School Performance Management Programme and attend CPD training as required.

The Office Receptionist/Administrator should also be prepared to undertake other such specific duties that may from time to time be assigned by the Senior Leadership Team.

Person Specification:

Essential:

• Good standard of education – attainment of GCSE or equivalent to include English or Maths Grade C or above.
• Excellent administrative skills.
• Excellent Excel skills
• High level of IT proficiency including accurate typing and keyboard skills.
• High level of discretion, understanding of and experience of maintaining confidentiality.
• Excellent written and oral communication skills, including telephone manner.
• Ability to communicate with a wide range of audiences including staff, parents and pupils.
• Ability to work effectively as part of a team, understanding staff roles, responsibilities and your own position within these.
• Ability to react calmly and quickly in an emergency.
• Ability to comply with policies and procedures relating to child protection, health, safety and security, confidentiality, data protection and equal opportunities.
• Flexibility and commitment to the role.
• Willingness to show initiative and take responsibility.

Desirable

• Experience working in a school environment.
• Experience working in sales and/or admissions.
• Experience working closely with a marketing department.
• First Aid qualification.

Job Types: Full-time, Permanent

Pay: £19,152.00 per year

Benefits:

• Company pension
• Sick pay

Ability to commute/relocate:

• London E4 7BA: reliably commute or plan to relocate before starting work (required)

Work Location: In person