Receptionist Job Opportunity at Durham International School
Durham International School, a prestigious and dynamic learning institution, is seeking to recruit a professional and dedicated Receptionist to join its administrative team. The school prides itself on maintaining the highest standards of academic and administrative excellence. In line with this commitment, the Receptionist will play a pivotal role in ensuring the smooth running of the school’s daily operations and in representing the institution with warmth, efficiency, and professionalism.
This position offers a unique opportunity for an individual who thrives in an educational environment, values teamwork, and possesses strong administrative and interpersonal skills. The successful candidate will be the face of the school, serving as the first point of contact for parents, visitors, staff, and students. This role requires a calm, organized, and articulate professional who can handle multiple responsibilities while maintaining a friendly and approachable demeanor.
Job Description
General Responsibilities
The Receptionist will be responsible for managing the front office and providing high-quality administrative support to the school community. The duties will encompass a range of activities aimed at ensuring the school operates in a welcoming, safe, and efficient manner.
Key duties will include:
- Serving as the welcoming face of the school by greeting all visitors, students, and staff courteously and professionally.
- Overseeing and monitoring all visitors to ensure that appropriate checks have been completed in accordance with the school’s Safeguarding and Child Protection policies.
- Managing visitor entry and exit procedures to ensure all visitors adhere to school protocols.
- Handling incoming telephone calls promptly and professionally, directing them appropriately, and managing face-to-face enquiries with care and efficiency.
- Overseeing the school’s main email inbox to ensure timely responses and that all correspondence is directed to the appropriate departments or staff members.
- Handling all confidential correspondence discreetly and ensuring sensitive information is treated with absolute confidentiality.
- Managing general enquiries and requests efficiently, referring or escalating issues when necessary.
- Acting as the central communication point between home and school for students, facilitating accurate and timely communication with parents and guardians.
Administrative Responsibilities
Beyond reception duties, the role includes providing comprehensive administrative support to the wider school community.
Responsibilities include:
- Supporting the Admin, Admissions, and Teaching Teams with day-to-day administrative duties such as printing, filing, and communication with parents, students, and staff.
- Managing the coordination of team diaries, prioritizing tasks, and briefing staff members about their scheduled appointments or meetings.
- Maintaining accurate and up-to-date student attendance records on iSams, running daily reports, and ensuring data accuracy at all times.
- Logging and updating other student information on iSams, generating necessary reports as required by management or teaching staff.
- Assisting with travel and accommodation arrangements for staff and students when required.
- Proofreading all outgoing correspondence to ensure clarity, accuracy, and a professional tone.
- Maintaining efficient and well-organized filing systems, both physical and digital, to ensure easy access to records and documentation.
- Coordinating and supporting the organization of various school events, including open days, assemblies, performances, and parent meetings.
- Assisting with the preparation and distribution of school communications, such as newsletters and notices.
Being a Welcoming Face of the School
The Receptionist is expected to create a warm and inviting environment for all who visit or interact with the school. The individual in this role will play a crucial part in maintaining the school’s positive image and professional standards.
Key aspects of this responsibility include:
- Greeting parents, students, and visitors with warmth and professionalism.
- Providing accurate and helpful information about the school and its activities.
- Ensuring the reception area is well-organized, presentable, and reflective of the school’s values and ethos.
- Maintaining a calm and friendly approach even in busy or challenging situations.
Supporting the School Community
As an integral part of the administrative team, the Receptionist will contribute actively to the broader school community and its day-to-day operations.
This includes:
- Participating in school activities, events, and meetings such as open days, school plays, sports events, and fundraising ventures.
- Supporting administrative colleagues and teachers in preparing for school functions or special projects.
- Attending and contributing to regular office and administration meetings to improve processes and strengthen team collaboration.
- Providing additional support during peak periods such as student admissions, exam periods, or school events.
- Demonstrating flexibility by performing reasonable additional duties that contribute to the effective running of the school.
Communication and Coordination
Effective communication is a central aspect of the Receptionist’s role. The successful candidate will ensure that lines of communication between the school, parents, and external partners remain clear and efficient.
Duties include:
- Acting as the primary liaison for parents and guardians, addressing their concerns or directing them to the appropriate departments.
- Ensuring all school correspondence is clear, timely, and aligned with the institution’s communication standards.
- Coordinating internal communications and supporting the dissemination of important information to staff and students.
- Providing reminders and updates to staff about meetings, deadlines, or administrative tasks.
Health, Safety, and Compliance
In this role, maintaining a safe and compliant school environment is of utmost importance. The Receptionist will ensure that all activities and interactions at the front office align with the school’s safety and safeguarding policies.
Key expectations include:
- Being fully familiar with the Staff Handbook and adhering to the school’s aims, policies, and codes of conduct.
- Following the school’s health and safety guidance, ensuring the safety of students, staff, and visitors at all times.
- Monitoring visitor access and ensuring all safeguarding protocols are diligently followed.
- Reporting any safety or security concerns promptly to the appropriate authorities within the school.
Professionalism and Confidentiality
Given the sensitive nature of the information handled, discretion and professionalism are vital. The Receptionist must maintain the highest standards of confidentiality and conduct at all times.
Expectations include:
- Treating all personal and school-related information with absolute confidentiality.
- Upholding professionalism in appearance, language, and demeanor.
- Acting as an ambassador for Durham International School in all interactions with internal and external stakeholders.
Other Responsibilities
In addition to the core duties, the Receptionist will:
- Contribute to the life and culture of the school beyond administrative tasks.
- Participate in team-building activities and professional development opportunities as recommended.
- Provide support for colleagues when needed to ensure seamless school operations.
- Demonstrate initiative and adaptability when managing multiple tasks.
The school environment is dynamic, and therefore, flexibility and a positive attitude are essential qualities for this role. The Receptionist may occasionally be required to work additional hours to ensure all professional duties are effectively completed, particularly during school events or busy periods.
Person Specification
The ideal candidate will possess a blend of technical, interpersonal, and organizational skills suited to the demands of a busy educational setting.
Knowledge and Experience:
- Experience in an administrative or customer-facing role, preferably within a school or educational environment.
- Proficiency in Microsoft Office applications and familiarity with modern office technology.
- Ability to manage and prioritize multiple tasks effectively in a fast-paced setting.
- Awareness and understanding of data protection and confidentiality practices.
Personal Qualities:
- Excellent literacy and communication skills, with a strong command of written English.
- Meticulous attention to detail and a proactive approach to problem-solving.
- Professional demeanor, punctuality, and reliability in all duties.
- Strong interpersonal skills, capable of engaging effectively with parents, students, and staff at all levels.
- Ability to work independently and collaboratively as part of a team.
- Energetic, enthusiastic, and adaptable, with a positive outlook and good sense of humor.
- Calm under pressure and capable of handling challenging situations diplomatically.
Confidentiality and Safeguarding
Durham International School is committed to safeguarding and promoting the welfare of children and young people. The institution expects all employees and volunteers to share this commitment. Shortlisted candidates will undergo thorough screening to determine their suitability to work with children, including the provision of a valid Certificate of Police Clearance.
References will only be requested at the shortlisting stage, and candidates will be notified before referees are approached.
Application Process
Interested applicants are invited to submit their applications by email to [email protected] by 14th November 2025.
Applications should include the following:
- A letter of application addressed to the Headteacher, not exceeding one side of A4, outlining the applicant’s interest in the position and the skills and experience they can contribute.
- A fully completed Durham International School Non-Teaching Application Form.
- The names, postal and email addresses, and telephone numbers of three referees, one of whom must be the applicant’s current employer. These details should be fully provided in the application form.
Please note that incomplete applications or those missing any of the required components will not be considered. Applications will be reviewed as they are received.
Durham International School values professionalism, dedication, and a passion for excellence. The Receptionist will serve as an essential link between the school, its families, and the wider community, contributing significantly to the positive image and operational success of the institution.
Applicants who meet the above criteria and share the school’s commitment to providing outstanding service are encouraged to apply before the stated deadline.
