School Receptionist Job Description [Updated for 2025]

In the bustling environment of an educational institution, the role of a school receptionist is indispensable.

As schools evolve and adapt to modern challenges, the demand for proficient individuals who can manage, streamline, and uphold our academic front office activities grows.

But what does the role of a school receptionist truly entail?

Whether you are:

• An aspiring candidate trying to grasp the essence of this role,
• A hiring manager looking to outline the perfect profile,
• Or simply curious about the daily responsibilities of a school receptionist,

You’re in the right place.

Today, we present a customizable school receptionist job description template, designed for effortless posting on job boards or career sites.

Let’s delve right into it.

School Receptionist Duties and Responsibilities

School Receptionists are the first point of contact for visitors, staff, and students within a school.

They are responsible for providing a welcoming environment and ensuring that all administrative tasks are completed efficiently and effectively.

A School Receptionist has the following duties and responsibilities:

• Greet and assist visitors, parents, and students, and direct them to the appropriate person or department
• Answer incoming calls, take messages, and redirect calls as required
• Manage student attendance records and communicate with parents or guardians regarding absences or tardiness
• Provide information about the school, such as schedules, events, or policies
• Assist with student registration and the update of student records
• Maintain an organized and welcoming reception area
• Coordinate and schedule appointments and meetings as required
• Perform administrative tasks, including filing, typing, and managing emails
• Receive, sort, and distribute mail within the school
• Support the school administration in various tasks as needed

 

School Receptionist Job Description Template

Job Brief

We are looking for a friendly and organized School Receptionist to manage our front desk on a daily basis and to perform a variety of administrative tasks.

A School Receptionist’s responsibilities include greeting parents and students, assisting visitors, answering phones, handling school correspondence, and scheduling appointments.

Our ideal candidate has experience with office equipment and excellent communication skills, both verbal and written.

Ultimately, a successful School Receptionist should ensure the efficient and smooth day-to-day operation of our school office.

 

Responsibilities

• Answering and directing phone calls to relevant staff
• Scheduling meetings and appointments
• Taking notes and minutes in meetings
• Ordering and taking stock of office supplies
• Being a point of contact for a range of staff and external stakeholders
• Preparing documents for meetings and business trips
• Processing and directing mail and incoming packages or deliveries
• Greeting and directing visitors and new staff to the organization
• Writing and issuing emails to teams and departments on behalf of teams or senior staff

 

Qualifications

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree

 

Benefits

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: School Receptionist
• Work Environment: School office setting. Some evening or weekend work may be required for school events.
• Reporting Structure: Reports to the School Principal or Administrative Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and school considerations.
• Pay Range: $25,000 minimum to $35,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our school. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a School Receptionist Do?

A School Receptionist works in the administrative office of a primary, middle, or high school.

They are often the first point of contact for parents, visitors, and students who come to the school.

Their main job is to welcome visitors, answer their queries, and direct them to the appropriate contact person or department.

They handle incoming and outgoing calls, respond to emails, and provide information about the school and its policies.

In addition to these responsibilities, School Receptionists also play a crucial role in maintaining student records, including attendance and tardiness, and communicating this information to teachers and parents as necessary.

School Receptionists often help with the scheduling and organization of school events and meetings.

They may also assist with the distribution of school-wide communications, such as newsletters and bulletins.

In some cases, they may also provide basic first aid for students and handle emergency situations until a nurse or other medical professional can take over.

Their role is essential in ensuring the smooth and efficient running of the school’s administrative tasks.

 

School Receptionist Qualifications and Skills

A capable school receptionist should possess skills and qualifications that align with your job description, such as:

• Excellent communication skills to interact with students, teachers, staff, and parents in a friendly and professional manner.
• Strong organizational abilities to manage and prioritize multiple tasks, such as scheduling appointments, managing student records, and handling correspondence.
• Proficiency in computer skills, especially in using office software like Word, Excel, email, and school management systems.
• Customer service skills to deal effectively with inquiries, complaints, or issues from parents, students, or staff.
• Attention to detail to ensure accurate record-keeping and to follow procedures correctly.
• Problem-solving skills to address any issues or emergencies that may arise in the school setting.
• Ability to maintain confidentiality of sensitive information regarding students, staff, and school matters.

 

School Receptionist Experience Requirements

Entry-level candidates for School Receptionist positions may have 1 to 2 years of experience, often obtained through a part-time role or internship in administrative roles, preferably within an educational setting.

This experience can also be acquired in roles such as Administrative Assistant, Office Clerk or Secretary.

Candidates with more than 2 years of experience often possess better organizational and communication skills, which are key aspects of a receptionist role.

They have developed these skills through hands-on experience in reception or front desk positions, and might have worked specifically in school environments.

Those with more than 5 years of experience in a receptionist role are typically well-versed in all aspects of office administration.

They may have also assumed leadership responsibilities in their previous roles, such as training junior staff members.

Such individuals are often equipped to manage a busy school reception area effectively and efficiently.

Experience with specific tasks, such as handling phone calls, scheduling appointments, managing student records, and dealing with emergencies may also be required for the role of a school receptionist.

Additionally, familiarity with school-specific software and administrative systems can be advantageous.

 

School Receptionist Education and Training Requirements

A school receptionist typically requires a high school diploma or equivalent.

While not always required, many employers prefer candidates with an Associate’s degree or professional certification in office administration, secretarial science, or a related field.

They must have basic computer skills and proficiency in using office equipment such as fax machines, photocopiers, and multi-line telephone systems.

Knowledge of school management software, student databases, and scheduling software may also be required.

Some positions might require a few years of experience in administrative roles, preferably within an educational setting.

Many schools offer on-the-job training to familiarize receptionists with specific software applications, policies and procedures, and other job-related tasks.

Strong communication and interpersonal skills are essential, as is the ability to handle sensitive information with discretion.

Though not necessary, fluency in more than one language can be beneficial due to the diverse nature of most school environments.

Continuing education, in the form of workshops and seminars on office administration and technology, can help a school receptionist stay updated and improve their skills over time.

 

School Receptionist Salary Expectations

The average salary for a School Receptionist is $28,430 (USD) per year.

This figure can fluctuate depending on factors such as experience, the size and location of the school, and specific responsibilities within the role.

 

School Receptionist Job Description FAQs

What skills does a school receptionist need?

School receptionists should have excellent communication and interpersonal skills as they interact with students, parents, teachers, and school administrators.

They should be able to handle administrative tasks such as document management, answering phone calls, and scheduling appointments.

Moreover, school receptionists should be proficient in using computers and office equipment.

They also need to be organized and detail-oriented to maintain records efficiently.

 

Do school receptionists need a degree?

School receptionists do not necessarily need a degree, but having a high school diploma or equivalent is often required.

Some schools may prefer candidates with further education in office administration or a related field.

Experience working in an educational setting can also be beneficial.

 

What should you look for in a school receptionist resume?

When reviewing a school receptionist’s resume, look for previous experience in a receptionist or administrative role.

Experience in a school setting is a bonus.

Skills to look for include organization, communication, and proficiency in using office equipment and software.

Knowledge of school policies and procedures is also desirable.

 

What qualities make a good school receptionist?

A good school receptionist is friendly, patient, and approachable, as they often serve as the first point of contact for students, parents, and visitors.

They need to be well-organized and detail-oriented to manage the various administrative tasks efficiently.

They should also possess good problem-solving skills to handle unexpected situations or queries.

 

Is it challenging to hire a school receptionist?

Hiring a school receptionist can be challenging due to the wide range of skills required for the role.

It’s important to find a candidate who not only has the necessary administrative skills but also has the right personality to interact effectively with students, parents, and school staff.

Offering competitive pay and a positive work environment can attract more qualified candidates.

 

Conclusion

And there you have it.

Today, we’ve delved into the dynamic world of a school receptionist.

Surprise?

It’s not just about answering phone calls and greeting visitors.

It’s about shaping the school environment, one interaction at a time.

With our invaluable school receptionist job description template and real-world examples, you’re prepared to take the next step.

But why stop there?

Dive deeper with our job description generator. It’s your next stop for meticulously crafted job listings or refining your resume to perfection.

Remember:

Every interaction contributes to the bigger picture.

Let’s shape that future. Together.

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