Apprentice Receptionist and Reprographics Support

Accountable for:

• The reception of parents and visitors
• Dealing with incoming telephone calls
• Dealing with incoming and outgoing mail
• Dealing with incoming and outgoing deliveries
• Dealing with incoming email communication to the office
• The provision of effective and efficient administration and reprographics

Reception

• Ensure prompt, efficient and courteous attention to parents and other visitors to the Visitor Reception area on a day to day basis
• Be present at Visitor Reception at all times, other than during designated break periods, in order to welcome visitors
• Ensure that visitors:
  - Sign in using the agreed Academy system
  - Are issued with a Visitor Badge
  - Sign out using the agreed Academy system
  - Return their Visitor Badge
• Receive deliveries of mail and parcels etc. and to alert those responsible for their distribution or collection
• Ensure that the Reception area is kept in a pristine condition at all times
• Ensure all telephone and personal enquiries are dealt with efficiently and effectively in a way which promotes a positive image of the Academy; route such calls to appropriate extensions or receive and pass on messages intended for members of staff or students
• Report telephone or other faults to the IT Network Manager
• Receive and sort into categories for distribution all inward mail
• Ensure that all mail is distributed throughout the Academy using established systems and channels
• Log-in and store small signed-for parcels or letters and inform staff of items to be collected and signed-for
• Sign courier sheets or machines for large parcels that are to be left in the parcel room
• Ensure that the Academy’s email address is opened daily and that correspondence is distributed accordingly
• Arrange courier services as required
• Ensure that all electronic message boards within Reception are turned on between 8.00 am and 4.30 pm
• Be vigilant to ensure that all persons entering through the main front door report to reception
• Keep a general oversight of the area in front of the school both to ensure that vehicles are parked correctly and that general matters of security are in order
• Provide administrative and reprographics support to the Administration Office or Student Services office as required
• Uniform (management of loaned items)
• Contact with parents to support with uniform policy – missing or additional items
• Vaccination team support with student admin

General

• Provide support for the administration and taking of school photographs
• Maintain a sound working knowledge of manual and ICT based administrative systems and procedures used in the Academy
• Identify and pursue opportunities to improve the efficiency of internal procedures and working and arrangements and take maximum advantage of the potential offered by systems including Arbor
• Identify opportunities for job enrichment as well as introducing systems and process improvements through simplification or integration to deliver improved efficiency and lower costs
• The effective and efficient use of resources
• Undertaking any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post as defined, as specified by the Headteacher or the Administration Services Manager

We host supporting workshops regularly throughout the apprenticeship which you will attend in person at our designated training site/campus. These workshops are carefully designed to support the learning required throughout the apprenticeship programme.

You will work with expert assessors and tutors to develop new knowledge, skills and behaviours within the profession.

You will experience a blended learning model.

This post has become available due to an internal promotion. Upon successful completion of this apprenticeship it is hoped that you will stay and enjoy a long term career.

A good understanding of safeguarding and the importance of confidentiality and discretion.

The successful applicant will be required to undego a full enhanced DBS check and must be eligible to work in the UK.