Receptionist & Registrar Assistant

Job Description 

Department: Admin

Immediate Supervisor: General Services Manager/ Registrar

Job Summary:

To provide a welcoming, professional and efficient reception service, ensuring the smooth operation of the school’s front desk, visitor access, attendance records and daily administrative communications. The Receptionist acts as a key point of contact for pupils, parents, staff and visitors, while providing administrative support to the Registrar and assisting with the admission and onboarding of new pupils.

 

Essential Duties and Responsibilities

Reception and Front Desk

• Welcome all visitors to the school and provide a professional first point of contact
• Answer and direct telephone calls, emails and enquiries
• Manage the reception area, ensuring it is organised, welcoming and well maintained
• Maintain the Reception and Absentee email accounts daily, responding as appropriate
• Ensure information displayed on school screens is accurate and up to date, liaising with the

relevant staff member regarding updates

• Respond to minor pupil needs in coordination with the Nurses, including contacting parents

when a child feels unwell

• Liaise with parents and teachers regarding early collection, including medical appointments
• Manage dismissal calls and follow up with parents or compounds regarding transport

arrangements.

• Manage the lost and found area

Visitor Access and Attendance

• Monitor visitor access and maintain school sign-in procedures
• Maintain accurate attendance records, including late arrivals and early dismissals
• Ensure pupil sign-in and sign-out procedures are completed correctly
• Update attendance information on Engage and ensure relevant sign-out slips are provided to Security
• Maintain staff sign-in and sign-out records
• Ensure all visitor and attendance procedures are followed consistently.

Pupil Absence Management

• Maintain the Absentee email account and log parental absence notifications on Engage
• Update late arrivals and ensure class registers are completed by teachers
• Follow up with teachers where registers have not been completed
• Check absence records with class teachers before sending communications to parents
• Prepare and distribute daily absence reports for both Prep and Senior Schools to the relevant staff
• Send daily absence emails to parents and update records when responses are received
• Contact parents when no response is received, ensuring attendance records are updated in a timely manner
• Maintain accurate records to avoid incorrect absence communications.

Educare Administration

• Manage learner records on Educare
• Add newly hired staff and suspend accounts for staff leavers based on information provided by HR
• Send login details to new staff
• Create and maintain study plans for required courses and assign users accordingly
• Provide reports upon request

Events and School Calendar

• Liaise with Prep and Senior Schools regarding upcoming events
• Distribute weekly events information to staff
• Ensure Security is informed of event dates, times and expected parents or visitors
• Support the implementation of visitor access arrangements for events, including QR codes, parent lanyards and designated entry and exit routes.

Registrar Support and Certificates

• Assist parents with leaving certificate requests and ensure required documentation is collected
• Prepare leaving certificates and notify parents when they are ready for collection
• Prepare current pupil letters upon request
• Accompany children to and from their assessments in case of registrar being occupied
• Invigilate assessments when needed.

 

Essential Skills :

Essential:

• Previous experience in a reception, administrative or customer service role is desirable.
• Good communication and interpersonal skills.
• Friendly, professional and approachable manner.
• Basic organisational skills and attention to detail.
• Ability to handle confidential information appropriately.
• Ability to work effectively in a busy school environment.
• Basic IT skills, including Microsoft Office, and a willingness to learn school systems.
• Ability to work cooperatively with staff, parents, pupils and visitors.

Desirable:

• Previous experience working in a school or educational setting
• Experience using attendance or school management systems
• Experience supporting events or administrative processes.

Safeguarding Statement

The school is committed to safeguarding and promoting the welfare of children and young people, as required under the BSO framework. All appointments are subject to enhanced background checks and safeguarding training.

We are committed to (BISSC) safer recruitment code of conduct. The British International School, Al Khobar (BISAK), as a proud member of the Association of British Schools Overseas (AoBSO), British Schools in the Middle East (BSME), and the Council of British International Schools (COBIS), is a signatory to the British International Schools Safeguarding Committee (BISSC) Code of Conduct. We are fully committed to upholding the highest standards of safeguarding, child protection, and the promotion of children’s welfare. As a school, we expect all staff and volunteers to share and uphold this commitment.