Офис-Менеджер/ Ресепшионист/ Front Desk Officer

Job Objective

To ensure that the administration of the Front Desk (Reception) is managed effectively and to support the MAC, Finance and Operations Departments as well as the Academic Departments with organising School Events, Trips and translations when needed.

To help create a professional, inviting Reception/Lobby area that will create a good first impression for all visitors.

GUIDELINES

Communications

• Attend to all incoming phone calls in a professional manner.
  • Greet in English and Russian
  • Be polite and attentive
  • Take name, phone number, email etc.
  • Clearly convey message to appropriate staff via email immediately when message and/or enquiry is received
• The Reception Desk should not be left unattended at any given point.
• Take responsibility for all incoming and outgoing mail and deliveries.
• Help with verbal and written translation when parents have meetings with Academic Staff, Heads of Primary and Secondary and Principal.

Reception

• Greet all visitors, and direct them to appropriate areas of the school.
• Provide visitors with drinks (coffee, tea etc) if needed.
• Handle all reasonable requests from members of staff, intended for official school affairs.
• Identify and Report of any possible security concerns to the Head of Operations and/or Health and Safety Officer.
• Ensure that the Reception and Lobby areas are always clean, tidy and welcoming.
• Assist the Head of Procurement with the organisation of all School Events and Trips.
• Ensure that all telephone/office hardware is appropriately maintained and repaired. Any damages/breakages must be reported to the IT Department.

Administration

• Ensure that all relevant documents, forms, information materials etc, relating to the position of the Receptionist are appropriately filed, registered and organised.
• Ensure the Class Registers are updated regularly in a timely manner every morning.
• Provide reasonable support to other Administration Departments when and if needed.
• Communicate messages concerning the daily maintenance of the school to the appropriate staff within a reasonable timeframe. These include :
  • Cleaning Staff
  • Maintenance Staff
  • Cafeteria Staff
  • Security Staff
  • IT Staff
  • Health and Safety Manager
  • Operations Manager
• Help with the translation of documents and letters.

Other duties

• Help MAC Team with sending messages to parents and staff.
• Help MAC Team with information about the school, school tours for new and prospective parents when and if needed.
• Support Academic and Administrative staff when events are planned and organised eg. Open Days, Parents’ Evenings, Activities, Summer and Winter Fairs etc
• Support the Librarian when and if needed.

SCHOOL HOURS

Working hours Monday-Friday

• 7:45 -16:45
• Extra hours when needed for special events eg. Open Days, Parents Evenings etc.