Receptionist/Administrator

  • Job title: Receptionist/Administrator - Mallinson Sports Centre
  • Job Type: Full time/Part-Time, Permanent/FTC available. Shift pattern applicable, details below.
  • Salary: £24,000 per annum (pro-rata for part-time)
  • Department: Mallinson Sports Centre
  • Reporting to: Front of House and Admin Manager
  • Location: Highgate, North London
  • Start: 22nd April 2024
  • Closing Date: 5 March 2024 at 5:00 pm
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Mallinson Sports at Highgate School is currently seeking a dynamic and organised individual to join our team as a Receptionist/Administrator.  As the first point of contact for staff, pupils, parents, and visitors, you will play a crucial role in creating a welcoming and professional atmosphere.  The ideal candidate will possess excellent communication and interpersonal skills, along with a proactive and positive attitude.  Responsibilities include managing phone calls, scheduling bookings, handling inquiries, and providing administrative supports.  Attention to detail and the ability to multitask are essential for success in this role.  If you thrive in a fast-paced environment, have a strong organisational skill, and enjoy contributing to the smooth operation of a sports facility within an educational setting, we would love to hear from you.


The Department

The Mallinson team provide strategic, operational and commercial support for the Mallinson Sports Centre which is part of Highgate School.

Our dynamic team at the Mallinson is dedicated to fostering a culture of excellence and creativity, working together to achieve our common goals.  Comprising of a diverse group of skilled individuals.  Our team values teamwork, open communication, and a passion for continuous development.

The Mallinson Sports Centre services the needs of the extended School family and the local community as well as those of our pupils. During term time the Centre is used exclusively by the School between 7am and 6pm and outside these times and at weekends the community use programme is in place.

The successful candidate will be joining the Mallinson team at a truly exciting time during a 10 year development plan of the facilities which is already in progress. You will be able to develop your knowledge of the leisure and school industry whilst developing your communication and team working skills.

Sport has traditionally held a significant place in the life of Highgate and the sports facilities are excellent. Highgate has extensive playing fields covering some 20 acres with squash, tennis and Eton Fives courts. The Mallinson Sports Centre consists of a large sports hall, a cricket hall, a 25m swimming pool, squash courts and a weights suite together with a social area, ancillary offices and changing accommodation.

The Centre operates on a shift system totalling 120 hours in a three-week period. The early shift is 6:45am -3:45pm, late shift is 1:00 – 10:00pm and on weekends it is 7:45 – 5:45pm.

Job Description

To provide support to Mallinson Sport Centre Management team and offer front of house service during School and commercial operating hours.

MAIN RESPONSIBILITIES

  • To be the first point of contact for staff, visitors and parents making them feel welcome
  • Answer phone queries and take bookings and payments
  • Maintain a clean and tidy reception area
  • Sell Mallinson Sports merchandise and operate the till software (Lightspeed)
  • Provide information re holiday and term time courses
  • Field questions about fixtures, timings and venues
  • General administration duties
  • Help pupil and students with lost property
  • Liaise with staff and drycleaners re: laundry collection
  • Maintain a clean, safe and friendly facility
  • Maintain all working knowledge of all services available at the MSC
  • Assist with contract hire and invoices
  • Assist with the management of events
  • Daily cash-up and card reconciliation
  • Assist with party bookings
  • Provide support to all MSC staff
  • Research local competition
  • Updating the MSC website
Person Specification
  • Criteria
  • How will these be tested or verified?
  • Qualifications and experience
  • Essential
    • First Aid at Work qualification or a willingness and capability to undertake a first aid qualification
    Desirable
    • Significant experience of secretarial or administrative duties including receptionist experience
    • Experience of working in the education sector
  • Knowledge / Skills
  • Essential
    • A high level of computer literacy, working with Microsoft Office 2010 and being proficient and accurate in word processing and spreadsheet programs, particularly Microsoft Word and Excel
    • Excellent spoken and written English
    • Numerate with a high level of attention to detail
    • Excellent interpersonal skills and the ability to communicate effectively with pupils, parents, staff and the wider School community. This requires an open, friendly approach together with a good telephone manner
    • The ability to remain calm and composed under pressure
    • Problem solving skills and the ability to apply diplomacy and tact when appropriate
    • The ability to prioritise tasks and to be able to show initiative in dealing with day-to-day situations
    • The ability to maintain in strictest confidence any information received concerning School matters
    Desirable
    • Knowledge of child protection and safeguarding policies
  • Personal Attributes
  • Essential
    • Patience, flexibility and a sense of humour
    • A professional and proactive ‘can-do’ approach
    • A willingness to undertake training and development
    • Ability to work well as a member of a team
    • Ability to understand and adapt to the culture of an independent day school

Benefits

Location | Highgate Village, adjacent to Hampstead Heath, with quaint shops and easy connections across London.

Pension | AVIVA workplace pension scheme offered with a generous 21% employer contribution.

Personal development | Comprehensive induction support for new staff. Focus on continued professional development for all employees.

Leisure facilities | Free access, at stipulated times, to our sports facilities, including a fitness suite and swimming pool (recently refurbished).

Holidays | Generous holiday allowance of 33 days (including bank holidays) for full-time staff. Most holidays will be taken during school holiday periods.

Lunch | A complimentary lunch.

Help with sustainable travel  | Access to the Cycle to Work Scheme and a Season Ticket Loan scheme for public transport.

Family-friendly policies | Highgate appreciates that employees sometimes have family commitments so we try to be as supportive as possible, for example with enhanced maternity pay (8 weeks’ full pay, then 10 weeks’ half pay) and paid dependant leave.


Working at Highgate

A culture of community, kindness and belonging

Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.

Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.

In a recent ISI inspection (Dec 2021), it was noted that “Pupils show exceptional respect for, and appreciate diversity within the school and wider community, and their own and other cultures, demonstrating sensitivity and tolerance to those from different backgrounds and traditions.”

Staff wellbeing

Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.

The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.

We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.

More details about working at Highgate can be found here:

Work with us    Aims + Ethos


Charitable work and sustainability

As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.

Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.

As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.

Application procedure

  • Closing Date: 5th March 2024
  • Timing of interviews: As soon as possible

Contact:  Dawn Clarke is happy to answer any questions about this post.

Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.

Inclusion

We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.

Safeguarding

As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy.  If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSIE and other legislation. These concerns may need to be shared with other agencies.  A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.

Please read before you apply

Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities. DBS Privacy Policy

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview. DBS Code of Practice

In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.

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