ISP- PHES Receptionist Role Profile

Purpose of Role

The Receptionist is the first point of contact for the school. They assist in the successful administration of the school and provide excellent administrative support and highly confidential secretarial services. The role requires the incumbent to promote an efficient and excellent service while maintaining the ethos of the school. The Receptionist is responsible for coordinating front desk enquiries, distributing correspondence, redirecting phone calls. and directing people appropriately and efficiently. Ultimately, a Receptionists duties and responsibilities are to ensure the front desk welcomes guests positively and executes all administrative tasks to the highest quality standards.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP- PHES Receptionist Key Responsibilities

Provision of high-quality reception service including the efficient and courteous management of incoming telephone calls and visitors in line with the school guidelines

Greet and welcome guests as soon as they arrive at the school entrance

Direct visitors to the appropriate person and office

Answer, screen and forward incoming phone calls

Coordinate front-desk activities

Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)

Provide basic and accurate information in-person and via phone/email

Receive, sort and distribute daily mail/deliveries

Administrative support across the school for office staff and teachers

Maintain daily accurate fire registers

Log late children

Meet and greet new parents / children

Assist admin office where necessary

Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)

Order front office supplies and keep inventory of stock

Update calendars and schedule meetings

Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Attend appropriate Professional Development Courses

Initiate to improve the front office environment

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

Health and Safety

Emphasize the importance of safety in all areas of the curriculum, communicating to the pupils the
importance of a responsible attitude towards personal safety, the safety of others and respect for Park
House English Schools property and equipment

Safeguard Park House students

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

Skill and Knowledge

Competencies

Excellent communication skills and command of the English language, in spoken and written form. Fluency in Arabic essential

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

Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)

Hands-on experience with office equipment (e.g. scanners and printers)

Excellent organizational skills and ability to prioritize workload.

Excellent interpersonal and communication skills, in person, telephone and written

Excellent Customer Service Skills, with the ability to use discretion, patience, tact and respect for confidentiality.

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 be resourceful and proactive when issues arise

Multitasking and time-management skills, with the ability to prioritize tasks

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

Professional attitude and appearance

Ability to deal positively with children, parents and staff

Sensitive, caring and responsive to the needs of young people

Enthusiastic and good at motivating students

Enthusiastic, self-motivated and self-initiator

Willingness to undertake appropriate Professional Development

Assurance of total confidentiality and discretion

Ability to deal with emergencies in a timely and effective manner, while streamlining office operations.

Multitasking and stress management skills.

Flexibility to work in shifts, if required

Attributes

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

Qualifications and Experience

• Secondary certificate
• 3 years administration experience
• English is mandatory
• Arabic is an advantage

ISP Commitment to Safeguarding Principles

ISP 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.