Executive Summary

We are seeking an enthusiastic individual for a position which offers the opportunity for involvement at the heart of the school’s business in a busy, and continuously changing environment. You will undertake a wide range of administrative work for the Prep School, to provide an excellent and efficient service for the school.

The workload in Reception is demanding, requiring first class judgement, high levels of tact, discretion, initiative, personal organisation and great flexibility as well as an ability to work to deadlines. The ability to maintain confidentiality is key as is the ability to prioritise, use initiative and to communicate effectively and efficiently.

The hours of work are 7.40 am - 1.10 pm Monday to Friday, term-time.

Key Responsibilities

General Reception tasks

take on a wide range of activities relating to Reception such as welcoming visitors, answering the telephone, receiving and dealing with day-to-day emails

provide effective and highly efficient administrative, data management, secretarial and bursarial support

manage class registers after morning registration including updating absences and backing up of data

function as a proactive assistant; identifying priority items and taking initiative where required and communicating effectively and efficiently across the team

carry out routine administrative tasks such as filing, photocopying and drafting letters, ensuring attention to detail at all times for all teaching staff and Head’s PA when required

Activities

in collaboration with the Deputy Head, Operations assist with admin for the activities programme

contact parents or carers in the event of club cancellations, oversee end of day arrangements and on other occasions when required

contact parents or carers in the event of non-collection after clubs/trips

co-ordinate arrangements for school outings and events

General

be available for other administrative duties at the School as and when required

any other duties reasonably required by the Head

Person Specification

Qualifications and Experience

Essential

Educated to GCSE standard with GCSEs in English and Maths at level C or above.

Proficient in the use of MS Office, especially Word and Excel

Personal Attributes and Skills

ability to learn how to use new software

high level of numeracy, with ability to analyse data as requested (some basic knowledge of statistical analysis desirable)

excellent written and oral communication, including internal and external communication on both email and the telephone

ability to proofread with excellent attention to detail and accuracy

ability to think creatively and solve problems

ability to manage workload and prioritise

strong investigative skills and the ability to follow through on a project under own initiative and without detailed direction as required

active team player

ability to relate to young people

reliability, honesty and discretion

high level of numeracy

calm under pressure, sense of humour

sympathy with the values and ethos of the School

Terms of Appointment

Type of Contract

The Prep School Receptionist/Administrator is a part-time (7.40 am - 1.10 pm), term-time only, permanent position starting in September 2026.

Benefits

Pension

Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.

Fee remission

In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington Rye Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff who work at least 50 per cent of a normal working week.

Prorated Salary

The prorated salary for a full academic year (approximately 33 weeks @ 5.5 hours per day) plus five inset days is approximately £15,995 per annum depending on skills and experience.

(The full-time-equivalent salary based on 37.5 hours per week, all year-round would be approximately £28,317 per annum).

Additional Benefits

All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir.

Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.