Hours of work: 8.45am - 5pm Monday to Friday; Occasional Saturday/Evening
Full time/Part time: Full time
Main purpose of the job:
The purpose of this role is to provide a professional and friendly first contact, both in person and ensuring phone calls an emails to Leiths are answered quickly and with friendly efficiency. This person will also provide administration for the Diploma course, office equipment and general administrative support.
Key working relationships:
Reporting to: Events and Operations Manager
Key working relationships within School: Director of Diploma, Head Teacher, Admissions and Recruitment Manager, Academy Operations Manager, Students, Teaching staff
Main responsibilities:
Reception Duties:
- Provide a welcome to students and visitors to Leiths - ensuring all visitors are signed in following the GDPR and Safeguarding requirements
- Answering the phone swiftly and efficiently - Checking voicemail messages and managing mailbox.
- Answer or forward inbox emails
- Managing the school diary
- Dealing with the post, deliveries, mail outs- organising couriers
- Working with Buyer and Facilities Manager to manage garage use - monitoring car park activity, ensure deliveries are stored in a suitable accessible place, clearly labelled and the area generally kept tidy
- Overseeing visual presentation of ground floor areas and reception area
- Printing WTD sheets/booklets/forms etc. on ad hoc basis
School Administration Duties:
- Manage office equipment: allocation and setting up of laptops, printer contract, phones, franking machine
- Managing stock - accurately logging sales on sage and excel as well as ordering/replenishing (e.g. Stationery/Aprons/tea/coffee/student uniform) - Stock take at the end of each month
- Monitoring and re-ordering Leiths branded bags, certificate paper, mugs, branded stationery, staff name badges
- Providing administrative support to the Events and Operations Manager, Academy Operations Manager
Diploma Administration Duties:
- Working with the Director of the Diploma on general Diploma administration: e.g attendance, uploading additional resources onto Google Classroom.
- Work with teaching team to produce Diploma recipe packs and resources.
- Updating information on student noticeboards as necessary.
- Work with Director of Diploma and Events & Operations Manager on students end of course marks/exam/certificates.
- Printing Diploma certificates. Provide replacement certificates for students on request.
- Produce termly student mark reports and professional feedback report for Director of Diploma
- Collating and printing tasting sheets for wine classes, along with handling, checking and storing of wine deliveries for courses
- Preparing for the start of term/course: Allocating lockers, aprons/books/files.
- Maintaining and updating student accommodation information
- Providing knife carrying letter to students upon request
General :
- Attend Leiths Open House or other promotional events as required
- Provide assistance to Senior Leadership Team where required.
- Respond in person, by telephone or email to staff, students, visitors in a professional and customer focused manner
- Provide a courteous and knowledgeable point of contact for people both within and outside Leiths responding in person, by telephone or email to staff, students and visitors
- Comply with all relevant School policies and procedures including Health and Safety and Child Protection
To deliver services effectively, a degree of flexibility is needed, and the post holder may be required to perform work not specifically referred to here.
Person Specification:
Essential:
- Excellent IT knowledge of MS Word, Excel, PowerPoint, Outlook in a professional environment
- Demonstrable organisational skills with experience of prioritising own workload and help others
- A minimum of 2 years within an Administrative or Reception role, preferably within an educational context
- Educated to A Level standard or equivalent, in English and Maths
- A professional, calm, friendly approach to students and staff
- Highly organised
- Accuracy and meticulous attention to detail
- A willingness to take initiative
Desirable:
- Good, accurate typing skills, with the minimum acceptable speed of 60 WPM with 85% accuracy
- Previous experience within a Higher Education setting
- Prior experience of Sage and creating invoices
- Knowledge or personal interest in food and drink
This position requires a Disclosure and Barring Service (DBS) check, which will reveal any unspent convictions. A criminal record may not necessarily be a bar to employment, as any decision will be treated on its merits and individual circumstances subject to Leiths' overriding obligation to protect the students in its charge and the safety of Leiths' staff.
All staff have a responsibility and duty of care to safeguard and promote the welfare of pupils. Staff must be aware of the systems within Leiths which support safeguarding and must act in accordance with the School's Safeguarding & Child Protection policy and Code of Conduct. Staff will receive appropriate child protection training which is regularly updated.