Front Office Administrator Full Time

Edgbaston, Birmingham
ecruit
Salary: £19,463 – 20,555 per year
Reference: FOA1

Front Office Administrator

(Maternity Cover – 12 months)

Start Date – February 2024 (an earlier start date may be available)

Edgbaston, Birmingham

Actual Salary: £19,463 – £20,555 per annum dependent on skills and experience (please note this salary is based on 39 weeks plus 6.6 weeks paid holiday)

Hours: 8am – 5pm Monday to Friday (40hrs per week), This position is term time plus 4 weeks

The Role

We are looking to appoint an Administrator with strong customer service skills and a welcoming and professional manner to join the Front Office team at Hallfield School. The successful candidate should have experience of both working as a receptionist and administrator, dealing with members of the public. Experience of working in a school would be advantageous, however relevant experience working in a similar setting where confidentiality, professionalism and warmth are required would be equally suitable.

As the first point of contact for parents, pupils and visitors, exceptional communication and an approachable and helpful manner are required, as is an understanding of the importance of discretion and confidentiality.

In this busy and varied role, you will need to demonstrate flexibility and a calm manner as you respond to enquiries via telephone, email and face to face, welcoming all visitors and assisting pupils and colleagues.

This role is equally weighted between customer service and administration as you will be providing daily administration support to departments across the School, under the direction of the Front Office Manager. The role would suit an organised and accurate administrator, proficient in Microsoft Office Word and Excel.

Some of the key responsibilities of a Front Office Administrator include, but are not limited to:

To act as the first point of contact for the school, welcoming visitors and responding to telephone and email enquiries in a professional, helpful and positive manner.
To welcome and assist pupils coming in to the Front Office. This includes supporting with meeting and greeting outside the School and escorting pupils to locations as required.
To communicate with parents regarding all aspects of school life, receiving and passing on information, between parents and teachers. This can include calling parents to ascertain reasons for pupils’ absence.
To provide administrative support to the Heads of Pre-Prep and Prep in the following areas, to ensure key information, cover and correspondence is kept up to date and communicated effectively:
After Care;
Holiday Club and
After School Clubs.
To monitor the school email account, responding to enquiries or forwarding messages to the correct recipient as required.
To assist with all admissions, marketing and communications related tasks, including preparations for and assistance with Open Days.
To maintain and update school information, records and management information systems.
To receive deliveries and manage all incoming and outgoing mail.
To assist with the production of school communications including parent mail, school notices and posters.

The School

Hallfield School is a flourishing co-educational independent day school in the leafy outskirts of Edgbaston. Founded in 1879, Hallfield School offers a stimulating and challenging curriculum for youngsters to enable them to grow, develop and learn in a happy, secure and purposeful environment.

We welcome children from three months to thirteen years old to a top-class education within our stunning 22-acre site where success is showcased in the classroom, on the sports fields and in the school hall every single day.

The Person

The key skills, experience and qualities required to be a Front Office Administrator:

A confident, experienced Administrator with general reception and administration experience gained within a customer focussed environment, ideally within a similar setting
Effective verbal and written communication skills
Ability to establish and maintain good professional relationships with pupils, parents and colleagues
Excellent organisational and prioritising skills
Good literacy and numeracy skills
Competent in the use of Microsoft Office, including Outlook, Word and Excel
Strong team player with a flexible and supportive approach and solution focussed attitude.
Ability to work independently as required, showing initiative but equally identifying when to escalate a matter
Ability to work in a calm and efficient manner even under pressure
Demonstrates a polite, professional, approachable and positive manner
Able to demonstrate an understanding the importance of confidentiality and data protection
Familiarity with a school management information system (MIS) would be advantageous
GCSE grade C or above equivalent in English & Maths
Current paediatric First Aid Certificate or willingness to undertake.

What the School will offer:

6.6 weeks’ holiday
Life Assurance (4 x annual salary)
Group pension scheme
Enhanced family leave for eligible employees
Generous discount on school fees (pro-rata for part-time employees), subject to meeting the Schools’ admissions criteria
Free lunch, tea, coffee and other refreshments all year round (with hot lunches during term time)
Free parking
Free onsite gym
Free access to an Employee Assistance Programme (EAP) offering free, 24 hour confidential assistance
Salary Sacrifice Cycle to Work and Tech Scheme available
Long service and big birthday recognition
Uniform and clothing provided free of charge if required for the role
Annual flu vaccinations
Training, career progression and professional development opportunities including support CPD policy

Safeguarding & Child Protection

The school is committed to safeguarding the welfare of children and young people and expects all staff to share this commitment. All posts are subject to satisfactory references (which are requested prior to an interview), an enhanced Disclosure and Barring Service (DBS) check, medical check, evidence of qualifications, plus verification of the right to work in the UK.

In addition to the job description and person specification for the position, please ensure you read the school’s Safeguarding & Child Protection policy and Safer Recruitment policy

Equal Opportunities

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

To Apply:

For further information please contact Caroline Long, HR Manager on or email

If you feel you have the required skills and experience to join Hallfield School as the Front Office Administrator, then please click the apply now button to find out more.

Closing Date: Monday 8th January 2024 (10am)

We reserve the right to close the position early if we receive a high level of applications

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