Receptionist / Administrator

Job Description

Hatfield Wick Education | Hatfield Peverel, Essex

Hours: Monday to Friday, 8:30am-3:30pm(including a 30-minute paid lunch break)
Working pattern: Term time only, 39 weeks per year
Salary: £18,000-£22,000 per annum, depending on experience. This is the actual annual salary for the advertised term-time working pattern, not a full-time equivalent salary.

About Hatfield Wick Education

Due to the continued growth and expansion of Hatfield Wick Education (HWE), we are seeking a compassionate, organised and dedicated Receptionist / Administrator to join our growing team.

Hatfield Wick Education is a specialist alternative provision supporting children and young people with a range of additional educational, social, emotional and mental health needs.

Our trauma-informed approach is built on positive relationships, individualised support and our CARES values: Compassion, Autonomy, Respect, Empathy and Support.

About the Role

We are looking for a warm, approachable and highly organised individual to take a key role in managing our reception function, monitoring student attendance and supporting the smooth day-to-day running of our provision.

As the first point of contact for students, families, visitors and external professionals, you will help create a welcoming, calm and professional environment that reflects our values and commitment to safeguarding.

Reception and student attendance are central responsibilities of this position. Alongside providing a welcoming reception service, you will maintain accurate daily attendance records, monitor absences and late arrivals, and communicate effectively with families and colleagues to ensure attendance information is recorded and followed up in accordance with HWE's procedures.

You will also provide essential administrative support to our education, therapeutic and operations teams.

Key Responsibilities

Reception and Front of House

• Provide a warm, welcoming and professional first point of contact for students, parents, carers, visitors and external professionals.
• Manage incoming telephone calls, emails and enquiries efficiently and sensitively.
• Maintain a calm, organised and welcoming reception environment.
• Ensure visitors follow appropriate signing-in, safeguarding and site security procedures.
• Communicate with sensitivity and professionalism, particularly when supporting students or families experiencing distress or uncertainty.

Student Attendance and Safeguarding

• Maintain accurate and up-to-date daily student attendance records and registers.
• Monitor student absences, late arrivals and changes to attendance arrangements.
• Liaise with education staff to ensure registers are completed accurately and promptly.
• Communicate with parents, carers and relevant professionals regarding attendance, following organisational procedures.
• Maintain clear and auditable attendance records to support safeguarding, reporting and compliance requirements.
• Recognise and promptly escalate attendance-related safeguarding concerns in line with HWE procedures.
• Provide appropriate supervision and support to students while they are waiting for collection, ensuring their safety, wellbeing and safeguarding needs are met in accordance with HWE procedures.

Administration and Operational Support

• Provide administrative support to ensure the effective day-to-day operation of the provision.
• Maintain accurate student records, documentation and organisational information.
• Support communication between families, staff and external professionals.
• Assist with the coordination of timetables, resources and operational activities.
• Handle confidential and sensitive information appropriately and maintain secure records.
• Support compliance, record-keeping and quality assurance activities.

About You

• We are looking for someone who is not only organised and efficient but also understands the importance of building positive relationships and providing a consistent, supportive environment.

The successful candidate will have:

• Previous experience in an administrative, reception or office-based role.
• Excellent communication and interpersonal skills, with a warm and approachable manner.
• Strong organisational skills and excellent attention to detail.
• Confidence using IT systems, including Microsoft Office and electronic record-keeping systems.
• The ability to manage competing priorities while remaining calm and professional.
• An understanding of safeguarding principles and the importance of confidentiality and student welfare.
• A compassionate, patient and emotionally intelligent approach.
• The ability to work collaboratively with colleagues, families and external professionals.

Experience of attendance administration, school reception or working within an educational setting would be advantageous, although it is not essential.

Above all, we are looking for someone who shares our values and is committed to making a positive contribution to the lives of the children and young people we support.

Why Join Hatfield Wick Education?

At HWE, we recognise that our staff are central to the success of our provision.

We are proud of our supportive and collaborative culture and are committed to creating an environment where colleagues feel valued, respected and encouraged to develop.

By joining our team, you will have the opportunity to:

• Become part of a welcoming, compassionate and dedicated team.
• Work within a growing organisation that places relationships and wellbeing at the heart of its approach.
• Access ongoing professional development and training opportunities.
• Play a meaningful role in supporting children and young people to achieve positive outcomes.

Safeguarding and Safer Recruitment

Hatfield Wick Education is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

This position involves regulated activity with children and is subject to an Enhanced Disclosure and Barring Service (DBS) check, including a Children's Barred List check.

This post is exempt from the Rehabilitation of Offenders Act 1974 under the Exceptions Order 1975, as amended. Protected convictions and cautions do not need to be disclosed and will not be taken into account.

All appointments are subject to satisfactory safer recruitment checks, including verification of identity, right to work in the UK, relevant qualifications, employment history and satisfactory professional references.

In line with Keeping Children Safe in Education (KCSIE), online searches will be carried out on shortlisted candidates as part of our safer recruitment process.

It is an offence for a person who is barred from engaging in regulated activity with children to apply for this position.

Hatfield Wick Education is committed to equality, diversity and inclusion and welcomes applications from suitably qualified candidates from all backgrounds.

Please note: Applications will be reviewed on a rolling basis, and interviews may be arranged before the advertised closing date. Hatfield Wick Education reserves the right to close this vacancy early should a suitable candidate be appointed. We therefore encourage interested applicants to apply as soon as possible.

Information about the School

Hatfield Wick Education is an Accredited Alternative Education Provider for Essex that delivers education and therapeutic services for children and young people who cannot access learning in a mainstream setting.

We are commissioned by the Local Authority, schools, and families to provide educational and therapeutic support to children and young people with a diverse range of special educational needs, including:

• Anxiety / ASD (Autism Spectrum Disorder) • Asperger's • ADHD (Attention Deficit Hyperactivity Disorder) • ADD (Attention Deficit Disorder) • Sensory Processing Disorder (auditory, visual, sensory, memory) • Attachment Disorder (including those associated with adoption & fostering) • Separation Anxiety Disorder

Our overarching goal is to identify challenges, remove obstacles and build strategies to help children and young people reach, maintain, and exceed their personal goals and boost their confidence and self-esteem. By doing this, they can return to mainstream education and continue to thrive.