Front Office Receptionist

Job Title: Front Office Receptionist

Job Summary:

Reporting to the Assistant to the Principal, the receptionist will work closely with the faculty and staff to help ensure the smooth operations of the school. In addition to strong organizational and time-management skills, this position requires strong emotional intelligence in the promotion of positive public relations for the school. Maintaining confidentiality at all times, the receptionist must be able to maintain warm, friendly and engaging discourse with students, parents, guests, and community partners at all times. In many ways, this team member is the first point of contact for the community at large and must help establish an extremely positive experience for all.

Job Details:

Provide day-to-day administrative support activities efficiently to all personnel including students, faculty, staff, suppliers, and school visitors. Monitor parent/guest on-campus activity, ensuring limited access to school corridors and classrooms.

Answer phone calls and voicemails, ensuring accurate and timely communications and follow-up as needed.

Manage schoolwide attendance, ensuring daily attendance is up-to-date through the monitoring of theschools attendance email inbox, bus attendance and faculty communications. Support faculty and staff with the tracking, ordering and receiving of all office supplies.

Support students with different needs/asks (late slips, medical, snacks, recess).

Support students/guests with mobility issues by accessing the school elevator.

In collaboration and at the direction of the Assistant to the Principal: Perform financial duties such as receiving and managing cash/cheque tuition payments and following up with families for fees due or owed.

Prepare student assessment and interview documents for the admissions process.

Arrange admissions appointments between students, parents, faculty and the principal.

Process onboarding details onto BC Ministry Portals.

Maintain student records, including applications, report cards, medical, and legal documents.

Liaise with schools for both incoming and outgoing students.

Support parents in the continuous updating of family contact information.

Following up with parents/students with incomplete required documents.

Ministry of Education Requirements Maintain student information for timely regulatory submissions (1601, 1602, 1701, etc.).

Track and update student attendance for ES Audits (September - May).

Facilitate, manage and track schoolwide job postings in compliance with TRB.

Az-Zahraa Islamic Academy 8580 No. 5 Road, Richmond. BC CANADA V6Y 2V4 Tel: 604.274.7861 www.azia.ca

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Responsibilities: To contribute to the overall ethos/work/aims of the school.

To be committed to the safeguarding and promotion of the welfare of children and young people.

To comply with policies and procedures relating to child protection, health and safety, security, confidentiality and data protection, and equal opportunities, reporting all concerns to the Principal.

To develop constructive relationships with all external agencies and professionals.

To participate in training and other learning activities and performance development as required.

To recognize own strengths and areas of expertise and use these to advise and support others.

Attend and participate in regular staff meetings to provide updates, discuss developments of the administration function and share any issues or concerns.Minimum Qualifications:

High school graduation or equivalent and 2-5 years of office experience with increasing responsibility, including records maintenance, bookkeeping and enjoyment of working with children and the public. Previous office reception/secretarial experience is ideal.

Required Knowledge, Skills and Abilities: Fluency in English is required, with strong oral and written communication skills.

Strong administrative procedures (organizational / task management/priority assessment).

Tact, diplomacy, and professionalism.

Self-directed problem solver, critical thinking, attention to detail.

Proficiency in Microsoft Office (Word, Excel, PowerPoint).

General bookkeeping, filing, accounting and computational skills an asset.

Ability to establish and maintain positive, effective working relationships with students, parents, staff, and the general public while managing through competing priorities.

Ability to interact with school-aged children in a warm, confident manner.

Ability to screen and treat minor student illnesses or injuries.Working Conditions:

Office job; using standardized practices and/or methods; leading, guiding and/or coordinating others; requires visual and mental concentration and a high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to be active and experience frequent interruptions and inflexible deadlines.

Licenses/Special Requirements:

Criminal justice fingerprint clearance. Valid health/first aid card preferred.

Reporting Relationship:

Reports to the Assistant to the Principal.This is Full-time position for September 2024. Applications will be accepted until April 22, 2024. Resume and supporting documents should be emailed to pcohee@azia.ca