Receptionist – UAE National

Core Purpose:

The Receptionist is the main contact person for all parents and visitors. 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 front office enquiries and directing people appropriately and efficiently.

• Provision of high-quality reception service including the efficient and courteous management of incoming telephone calls and visitors in line with the school guidelines
• Communicates with parents regarding all aspects of school life including but not limited to receiving and passing on information, between parents and teachers, calling parents to ascertain reasons for pupils’ absence
• Ensures that all visitors sign in and take a visitor badge where necessary.
• Control visitor access to the school
• Assists with all admissions related tasks, including preparations for and assistance at open mornings, taking calls and recording details of enquiries from prospective new families. 
• Maintains and updates school information, records and databases.
• Receives, sorts and distributes all packages, deliveries and mail.
• Ensures that the reception area is kept smart and tidy and that noticeboards are kept up-to date
• Ensuring marketing material is replenished daily
• Maintains daily student attendance and communicates with teachers to ensure completion of records.
• Communicates with parents for student attendance on daily basis
• Responds to parents’ requests regarding letter requests, access to online student portals, etc.
• 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
• Initiate to improve the front office environment
• Assist with Open Days, Prize Giving and other school functions and events

Health and Safety

• Emphasizes 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 Aspen Heights British School’s property and equipment
• Safeguard Aspen 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

Staff

Students

English is mandatory

Arabic is mandatory

Competencies:

• Excellent communication skills and command of the English language, in spoken and written form. Fluency in Arabic essential
• Telephone etiquette training (Added advantage)
• Customer Service Training (Added advantage)
• 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)
• 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 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 ADEK School Inspection, 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