Receptionist & Attendance Co-ordinator (Contract)

at  Bishop Strachan School

SPECIFIC ACCOUNTABILITIES

Reception and Attendance

• Provides professional, friendly help and direction to members of the BSS community and the public
• Answers the main phone lines, actively monitors activity on Sign In app and verifies guest identification with the BSS employee they are visiting
• Answers the main phone lines
• Ensures the reception area is always inviting and presentable
• Acts as gatekeeper for the safety of community members upon entrance
• Has an in-depth knowledge of school’s Crisis Management protocols
• Helps to execute crisis management protocols during evacuations and drills
• Oversees the full attendance process in a timely manner
• Tracks student arrivals and departures during the school day and liaises with the division offices for attendance purposes
• Follows-up on student attendance records and class attendance for every block; monitors student sign-in and sign-out; tracks and inputs student absences, late arrival, and early dismissals
• Ensures that faculty complete their class attendance in a timely manner every period
• Resolves any discrepancies in daily student attendance records by monitoring the Unexcused Absences and Lates and Late Arrivals queries throughout the day
• Produces student attendance reports regularly as requested
• Communicates with parents and Vice Principal daily regarding attendance issues; produces attendance reports and queries for the Vice Principal, Student Life and Belonging
• Is present and working during Summer Academy to support the Director, monitor student absences and sign outs for Summer Academy (All of July for credit courses and a week in August for skills camps)

General

• Provides administrative support such as electronic calendar maintenance, filing and preparing correspondence, as well as event-related support to the members of the Front Office team
• Performs routine administrative functions as required, such as correspondence preparation, scheduling, mailings, mail, and maintaining electronic files
• Has an in-depth understanding of the daily routines and special events at the school
• Keeps Fire Drill attendance lists up to date with student additions and withdrawals
• Organizes supply teachers collaboratively with other divisions
• Participates in the academic administration coverage schedule
• Documents academic administration processes in this role and shares with other academic administration for cross training purposes
• Provides cross training to other academic administration and also learn other academic administration team functions
• Collaborates and communicates between the three school divisions to ensure consistency and standardization of administration processes, for example student attendance, student records, and bus transportation
• Collaborates on event planning with others across the school
• Centralizes data storage to be accessible for all divisions

SKILLS, EXPERIENCE AND ATTRIBUTES

• Receptionist experience, ideally in an educational environment
• Outstanding customer service focus
• Excellent interpersonal skills, both in person and over the telephone
• Demonstrated professionalism at all times including reliability
• Proven ability to be vigilant with respect to security issues
• Tact, diplomacy and patience
• Proven ability to exercise good judgment and make split-second decisions
• Experience with Google Suite and Microsoft Office
• Competence in the effective use of databases
• Ability to prioritize and handle confidential information
• Strong organizational and time management skills with the ability to remain flexible
• Effective team player; and ability to work independently
• A high degree of comfort with change
• A growth mindset of continuous improvement and learning
• Culturally competent with a positive attitude toward cultural uniqueness and a readiness to accept and respect others
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment

Please refer the Job description for details