Position Description: Receptionist

Royal Grammar School Guildford (the RGS), one of the UK’s pre-eminent independent schools, and Cognita, the leading global schools’ group, is seek a dynamic and experienced Receptionist for their new school, the Royal Grammar School Guildford Dubai (RGS Guildford Dubai).

A co-educational school with students aged 3 to 18, RGS Guildford Dubai will blend the RGS values of scholarship and community with the vibrancy of Dubai, offering an exceptional educational experience where academia is only one facet of a far richer experience and an extraordinary array of opportunities.

The Receptionist is a key position, as the first point of contact for the school, providing accurate and efficient world class customer experience, support and administrative services across the school. The successful candidate will need to possess knowledge and experience on related skills with the ability to demonstrate a genuine resonance with the RGS values.

Job Title: Receptionist
Department: Front of House
Reports to: Admissions and Parent Experience Manager.
Start Date: Immediate

Purpose

The receptionist is the welcoming face of the Royal Grammar School Guildford Dubai, playing a critical role in providing first impressions and ongoing support to families and visitors. As a key member of the Admissions and Parent Experience Team, the Receptionist assists with a variety of front-of-house processes, underpinning the school’s commitment to exceptional service from the first point of contact through to enrolment and beyond.

Key Accountabilities

Front of House Excellence:

• Serve as the primary point of contact for parents, visitors, and the school community, ensuring a warm welcome and prompt, professional service. Ensure all visitors are signed in as per protocol.
• Efficiently manage incoming calls, directing enquiries, and providing information with courtesy and accuracy.
• Confidently answer frequently asked questions with accurate information as the first point of contact for all parent, staff and visitor enquiries.

Admissions and Tour Coordination:

• Assist with scheduling and confirming school tours and open days, providing logistical support to ensure a smooth and positive experience for prospective families.
• Support the admissions process by helping with document collection, follow-ups, and ensuring a smooth transition for new students.
• Contribute to the maintenance of CRM data accuracy, supporting informed decision-making within the admissions process.

Customer Experience and Engagement:

• Maintain an in-depth understanding of the school's calendar, events, and activities to effectively communicate and engage with the parent community.
• Maintain open lines of communication to new & prospective parents ensuring that their concerns and feedback are handled effectively and efficiently; liaising with other school personnel as required.
• Uphold organizational excellence at the front desk, ensuring efficient operation and an inviting atmosphere. Ensure the reception area is tidy and presentable, with all necessary stationery and material

Administrative Support:

• Manage the absence mailbox by translating the information onto iSAMS (school management system), responding to emails from parents, disseminating the information to teachers, and recording absences accurately.
• Provide administration support to other departments as requested by the line manager.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.

General Responsibilities:

• Model and promote the school’s values in all interactions, fostering a culture of kindness, fairness, and ethical conduct.
• Adhere to safeguarding policies, maintaining a safe and supportive environment for all students.
• Maintain confidentiality and adhere to school policies, demonstrating a professional approach to all aspects of school life.
• Engage in personal development and contribute positively to the school’s community spirit.

Person Specification

Qualifications:

• A Levels or equivalent
• English Speaker (Essential)
• Excellent presentation and communication skills

Knowledge:

• Strong administration and organisational skills
• Confident, articulate and clear written and verbal communication skills with all levels of employees
• Excellent customer-facing and interpersonal skills
• Excellent knowledge of Microsoft packages: Word, PowerPoint, Excel and Outlook
• Numerically and grammatically accurate
• A proactive, detail-oriented approach, capable of thriving both independently and within a collaborative team setting.
• A strong alignment with Cognita's vision and values, promoting them passionately within and beyond our school walls.

Experience:

• Prior experience working within receptionist role.
• A proven background in Sales and Customer Service.
• Experience with CRM software, alongside a keen ability to navigate and leverage various administrative platforms.
• Demonstrated ability to manage complex stakeholder relationships, embodying sensitivity, tact, and confidentiality.
• Flexibility to accommodate the dynamic needs of our community, including occasional weekend commitments.

Capabilities and Qualities:

• Enthusiasm, initiative, reliability
• Discretion and integrity
• Collaborative approach, and ability to work independently
• Ability to work in a fast-moving environment, managing conflicting demands and priorities
• Efficiency, flexibility and adaptability are essential
• Attention to detail
• Ensure a thorough awareness and practical application of the policies and procedures

Key Relationships

Internal: Pupils, Principal, All Staff and Students
External: Parents, All visitors, Third Party providers

Working Conditions:

• 7.00am – 5.00pm or as required
• Meetings as required

Salary:The salary and benefits package reflects the fact that the school is committed to excellence.

Application

Candidates are requested to submit the following documents:

1. Completed application form
2. Covering letter not exceeding two A4 pages Please send your application through the submission form below>

RGS Guildford Dubai is committed to safeguarding and promoting the welfare of all of its employees and students. A police check is a pre-requisite for all appointments and a vetting procedure is applied to all appointments.

This role an opportunity to contribute significantly to the growth and flourishing of our global community, ensuring every family’s journey with us begins on a note of personalized care and excellence.