Receptionist Umhlanga at Reddam House Helderfontein

RECEPTION AND SWITCHBOARD

• Welcoming visitors to the College and redirecting them to requested person / venue in the College or administration wing.
• Keeping reception area and piazza neat and tidy.
• Answering phones and taking messages / passing on information / emailing messages to staff.
• Forwarding emails that come to reception email address on to relevant staff members.
• Signing for any deliveries and distributing post to relevant members of staff /departments.
• Liaising with staff regarding orders / deliveries / collections.
• Receiving prospective students/ parents/ staff to the College.
• Keeping an emergency contact list and procedures updated in Reception File.
• Assisting with large Public Relations events such as Open/ Information sessions.

ADMINISTRATION AND CORRESPONDENCE

• Assisting the Academic Head with IEB-related administration including entries, arranging IEB deliveries etc.
• Arranging teaching staff travel arrangements for conferences and workshops.
• Exam booklets - compiling booklets mid-year and end of year.
• Assessment Calendar – capturing dates termly.
• Reader - loading exams for cycle test and exams weekly.
• Co-coordinating between teaching staff and the Finance Department regarding charge-outs; claims and reimbursements.
• Typing and formatting the fortnightly newsletter and ensuring that it is uploaded to the app.
• Assigning telephone and printing codes for new staff.
• Checking cleaning and kitchen supplies weekly, ordering as necessary and handing out supplies to cleaning staff.
• Checking stationery cupboard weekly and ordering as necessary.
• Placing the weekly Spar orders.

INTERFACE WITH STUDENTS AND PARENTS

• Making telephone calls to parents on behalf of students.  
• Managing the collection and return of Lost Property.
• Liaising with teachers with instructions from parents for pupils.
• Emailing teachers / admin staff with concerns/ requests from parents.
• Writing out exeat forms for students leaving school early.
• Controlling the parking decals for parents and students – this involves receiving requests from students to park on the school campus.
• Managing the Sick Bay – tending to students who are injured or are unwell; tending to wounds / injuries; keep an eye on students in the sick bay and providing TLC to sick children; keep sick bay area clean and tidy.
• Contacting the parents of sick or wounded students.

ESTATE DEPARTMENT ASSISTANCE

• Providing administrative assistance to the Estates Manager such as sourcing quotes; requesting Purchasing Orders etc.
• Logging maintenance requests and follow up on outstanding issues.
• Overseeing the College cleaners.

HR AND FINANCE ASSISTANCE

• Following up with absent staff to ensure that they log sick leave on Success Factors.
• Co-ordinating the College administrative staff holiday leave schedule.
• Maintaining the registers of staff development sessions and submitting to the HR Department annually
• Logging Purchase Orders and liaising with suppliers/ vendors for relevant documentation.
• Submitting staff claims to the Finance Department for reimbursement.