Job Description Receptionist

Department: Non-Academic Administration

Line Manager: Finance & Administration Manager

Key Relationships: Administrative Team, Staff, Parents, School Visitors

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Job Purpose:

For all staff in school we share a responsibility to ensure that children are always safe and properly supervised. Our school is committed to ‘amazing learning’- providing enjoyable and meaningful learning experiences so that every pupil makes as much progress as possible. All staff are expected to adhere to NIS policies and code of conduct and commit to promoting our vision – ‘A happy community school with amazing learning at its heart where pupils are empowered to make choices, engage in meaningful learning experiences and make exceptional progress’

The Receptionist is the main contact person for all parents and visitors. They assist in the successful administration of the school. The role requires the incumbent to promote an efficient service while maintaining the ethos of the school. The Receptionist is responsible for front office enquiries and directing people appropriately and efficiently.

Key qualities and skills:

• Excellent communication, organizational & people skills at all levels
• Effective communicator & listener
• Ability to coordinate & multi-task
• Health and Safety Awareness
• Energetic and enthusiastic
• A dynamic, positive approach to deliver the school’s vision
• Self-motivation and ability to take initiatives
• Capacity to be flexible
• Demonstrate an understanding of & commitment to our best practice model
• Good knowledge and information of school operations
• Ability to deal tactfully with telephone callers and visitors to the school
• Important Skills: Confidentiality, enthusiasm, imagination, energy, adaptability, patience and responsibility

Key duties include:

• Provision of high-quality reception service including the efficient and courteous management of incoming telephone calls and visitors in line with the school guidelines
• Primary telephone switchboard operator and relay messages throughout the school
• Responsible for the signing in of visitors to the school and to communicate with courtesy to all staff, students, parents, visitors, outside agencies etc.
• Control visitor access to the school
• Accept all deliveries and arrange the distribution to the relevant departments
• Manage room bookings
• Maintain and update all administrative and information systems and processes as required, including retrieving and collating information to ensure delivery of an efficient reception and administrative service
• Deputize for absent colleagues as part of the office administrative team
• Assist with student first aid and welfare matters
• Attend appropriate Professional Development Courses
• Assist the registrar with management of the student database on the school system, as required
• Assist the admissions team in dealing effectively with all enquiries regarding admission to the school – managing database of all enquiries and issuing prospectuses
• Ensuring the main reception areas are clean and tidy and marketing material is replenished daily
• Ensure the necessary filings are done and maintained accurately

• Initiate to improve the front office environment
• Ensure all the respective boards are maintained, kept updated and changed as required

• Assist with Open Days, Prize Giving and other school functions and events

Health and Safety

• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
• Assist in implementing all policies and rules governing student life and conduct
• Ensure that, all the necessary health and safety rules and procedures are being followed
• Maintain an awareness of all the health and safety measures to be taken when in school

Position Requirements:

Education: Bachelor’s Degree

Experience: 3 years’ experience working in a similar role

UAE Nationals Preferred 

Competencies:

• Excellent communication skills and command of the English language, in spoken and written form (Arabic desired)
• Telephone etiquette training (Added advantage)
• Customer Service Training (Added advantage)
• Ability to deal tactfully and confidently with telephone callers and visitors
• Willing attitude to be a part of the school team
• Strong sense of professionalism
• Safeguarding and welfare of children
• A collaborative team-player with excellent interpersonal skills
• Behavior management
• Good IT skills
• Ability to remain calm, composed and flexible within a busy and demanding environment
• Ability to work effectively within a team and on own initiative
• Ability to undertake a wide range of clerical, administrative and general duties
• Must be accurate in recording details and make full use of the Schools Management Systems
• Integrity and confidentiality to be maintained at all times
• Show loyalty and commitment to school
• Smart and presentable
• Ability to deal positively with children, parents and staff
• Enthusiastic, self-motivated and self-initiator
• Willingness to undertake appropriate Professional Development
• Assurance of total confidentiality and discretion
• Willing to work outside the contractual hours – during admission time, leading up to KHDA/DSIB, Parent Teacher’s Conference or as deemed necessary by the School Management

Attributes:

• Empathetic listener
• Integrity and confidentiality
• Internationally minded
• Emotional intelligence
• Intercultural awareness, creative
• Flexible and a can-do attitude

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.

Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description

Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.

The International Schools Partnership

Nibras International School is part of The International Schools Partnership (ISP).

The International Schools Partnership (ISP) is a growing group of committed colleagues in financially responsible schools around the world, all of which aim to be the school of choice in their local area. Learning is at the heart of everything we do for our pupils, colleagues and parents. We are committed to getting better, all the time.

ISP was founded by an experienced team of committed educationalists and commercial operators who have worked together over many years. Our growing group of private schools located in the UK, the USA, Europe, Costa Rica, Chile, Colombia, Ecuador, the United Arab Emirates, Qatar, Malaysia, Mexico and Peru educate children and pupils from 2-18 years of age. We have now expanded to 45 schools delivering multiple curricula and building on local brands and reputations with around 45,000 pupils and 7,000 staff located across the globe.

We believe that successful schools are the ones that put learning at the heart of everything they do, always aiming to create rounded individuals that are able to forge successful careers and lives in a rapidly changing world. Our goal is to enable our schools as the leading school of choice in their local area. We are a truly international group working in different cultures and speaking different languages. We work across countries and cultures, too, by working with each other and with other schools and communities. At ISP we continue to engage with schools around the world who are interested in becoming part of our global group of schools and look forward to welcoming more pupils and staff to the group.

All our schools:

• Help children and pupils learn to levels that amaze them.

• Inspire children and pupils to be successful now and equip them to be successful later.

• Are truly international, working in partnerships within and across regions, cultures and languages.

• Aim to be the schools of choice for children, pupils and their families, wherever we are.

ISP and Nibras International School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.