Role Overview/Purpose:

The Receptionist is the welcoming face of Ranches Primary School, playing a critical role in creating a positive first impression and providing ongoing support to families and visitors. As a key member of the Admissions and Parent Experience Team, the Receptionist supports a variety of front-of-house processes, ensuring the school delivers exceptional service from the first point of contact through to enrolment and beyond.

Key Accountabilities:

Front of House Excellence:

• Serve as the primary point of contact for parents, visitors, and the school community, ensuring a warm welcome and prompt, professional service. Ensure all visitors are signed in as per protocol.
• Efficiently manage incoming calls, directing enquiries, and providing information with courtesy and accuracy.
• Confidently answer frequently asked questions with accurate information as the first point of contact for all parent, staff, and visitor enquiries.

Admissions and Tour Coordination:

• Assist with scheduling and confirming school tours and open days, providing logistical support to ensure a smooth and positive experience for prospective families.
• Support the admissions process by helping with document collection, follow-ups, and ensuring a smooth transition for new students.
• Contribute to the maintenance of CRM data accuracy, supporting informed decision-making within the admissions process.

Customer Experience and Engagement:

• Maintain an in-depth understanding of the school’s calendar, events, and activities to effectively communicate and engage with the parent community.
• Maintain open lines of communication to new & prospective parents ensuring that their concerns and feedback are handled effectively and efficiently; liaising with other school personnel as required.
• Uphold organizational excellence at the front desk, ensuring efficient operation and an inviting atmosphere. Ensure the reception area is tidy and presentable, with all necessary stationery and material.

Administrative Support:

• Manage the absence mailbox by translating the information onto iSAMS (school management system), responding to emails from parents, disseminating the information to teachers, and recording absences accurately.
• Provide administration support to other departments as requested by the line manager.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.

The Ideal Candidate:

• Bachelor’s Degree.
• Previous experience in a front-of-house, customer service, or school receptionist role (preferred).
• Strong communication and interpersonal skills with a welcoming and professional demeanor.
• Ability to multitask and remain calm under pressure in a busy school environment.
• Proficiency with Microsoft Office and school management systems (experience with iSAMS is an advantage).
• A positive, proactive, and service-oriented attitude.