Receptionist / Administrative Assistant

Position : Receptionist and Administrative Assistant (Front Desk, Administrative Support, Student, Parent and Staff Support, Visitor Management, Supplier Liaison)

Reporting to : Business and Operations Manager

Salary and Benefits : Competitive Salary in line with the position's responsibility and scope of work, as well as the candidate's experience and qualifications. Additional benefits include free lunch, continued professional development, access to a group health insurance scheme

Visa Requirements : Candidates must be an EU / EEA / Swiss citizen or have a work Visa to apply. We are unable to organise work and residence permits

Deadline for applications : Applications will be reviewed on an ongoing basis and applicants are encouraged to apply ASAP.

Start date : ASAP / upon agreement

Salary : 20-22K per year

The Opportunity

This is an exciting opportunity for an experienced Receptionist and Administrator to contribute to the growth and success of RWIS. You will play a vital role in ensuring the smooth operation of the school's front-of-house and administrative functions. You will be the first point of contact for students, parents, staff, and visitors, setting the tone for a welcoming and professional environment.

This role requires a high level of organization, efficiency, and adaptability in a fast-paced school setting. You will manage daily administrative tasks, support the leadership team, administration and teaching staff, and help maintain effective communication between the school and its community. From handling inquiries and updating student records to assisting with events and supporting the admissions process, your contributions will be integral to the school's success. In addition, you will be involved in coordinating facilities and ensuring all visitors adhere to school security and safeguarding procedures.

As part of a future-focused and student-centred school, we value individuals who are proactive, resourceful, and committed to providing outstanding support. This role is ideal for someone who thrives in a collaborative environment, enjoys working with children and families, and is eager to contribute to the positive culture of our school community.

Position Scope

1. Front Desk & Visitor Management :
   • Serve as the first point of contact for all visitors, ensuring a warm and professional welcome.
   • Manage phone calls and emails, directing inquiries appropriately and responding in a timely manner.
   • Oversee visitor sign-in procedures, ensuring compliance with security and safeguarding policies.
   • Handle student attendance records, including late arrivals and early departures.
2. Administrative Support :
   • Assist in admissions and enrollment processes, maintaining accurate student records.
   • Prepare and distribute school communications, such as newsletters, notices, and announcements in conjunction with the Administration and Marketing Manager.
   • Maintain and update school databases and management systems.
   • Support school events, trips, and meetings with logistical coordination.
   • Help manage office supplies, and purchasing and ensure necessary resources are available alongside the Business and Operations Manager.
3. Student, Parent, and Staff Support :
   • Provide assistance to students with minor first aid needs and communicate with parents as required.
   • Support teachers and leadership staff with administrative tasks.
   • Assist in coordinating school transportation, catering and other services.
   • Manage lost property and facilitate the distribution of student messages and belongings.
   • Coordinate with maintenance and facilities staff to ensure a safe and functional school environment.
   • Liaise with external suppliers and service providers, ensuring quality and timely delivery of services.
   • Support health and safety procedures, ensuring compliance with school policies.

Key Performance Indicators (KPIs)

Success in this role will be measured by :

• Efficiency in Reception Management – Maintaining a well-organized and professional front desk, ensuring visitors, parents, and students are attended to promptly.
• Administrative Accuracy – Ensuring student records, attendance logs, and other school databases are accurate and up to date.
• Communication & Responsiveness – Timely and professional handling of inquiries from parents, staff, and external parties.
• Event & Logistics Coordination – Effective support in organizing school events, trips, and meetings.
• Compliance & Security – Adherence to safeguarding, security, and data protection policies.
• Stakeholder Satisfaction – Positive feedback from staff, parents, and visitors regarding service quality and responsiveness.

Ideal Candidate Qualifications and Experience :

• A minimum of a high school diploma and / or administration qualification.
• Previous experience in a receptionist and / or administrative role, preferably in an international school or educational setting, including customer service and front desk management.
• Proficiency in Google Workspace and experience with school management systems.
• Familiarity with database management, record-keeping and document processing.
• Strong written and verbal communication skills in English and Spanish (other languages are an advantage).
• Experience handling confidential and sensitive information with professionalism.
• Knowledge of safeguarding, GDPR, and health & safety policies (training will be provided).

Skills and Attributes :

• Excellent organizational and multitasking abilities in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to challenges.
• Ability to handle sensitive information with discretion and professionalism.
• Outstanding interpersonal skills, with the ability to engage positively with students, parents, and staff.
• Strong attention to detail and accuracy in administrative tasks.
• Ability to remain calm and professional under pressure.
• A collaborative mindset and a commitment to supporting the school community.
• High level of adaptability and flexibility to manage shifting priorities.
• Customer service-oriented approach with a friendly and welcoming demeanor.
• Commitment to the RWIS values and a passion for working in an educational setting.

How to Apply :

Interested candidates should submit the following to as soon as possible :

• A detailed CV.
• A cover letter highlighting your suitability for the role.
• Contact details of at least two professional references.

Next Stages :

• Longlisted candidates will be contacted for an initial interview on an ongoing basis.
• Successful candidates will progress to a panel interview.
• Pre-employment reference checks and criminal record clearance will be conducted as part of our safer recruitment procedures.

Raoul Wallenberg International School is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Raoul Wallenberg International School believes that every child has the right to grow up in a healthy, safe, secure, and supportive environment. As an institution, we prioritise and promote child protection above all else and adopt a strict zero-tolerance policy towards the mistreatment or abuse of children. Raoul Wallenberg International School supports the International Task Force on Child Protection (ITFCP) Reports and Recommendations and we hold ourselves to a high standard of effective recruitment practices with specific attention to Child Protection.

As part of our safer recruitment procedures, Raoul Wallenberg International School conducts pre-employment reference checks before confirming any appointment. Furthermore, we request all successful candidates to undergo criminal record checks in their country of residence and / or previous countries of employment. Personal data is collected and used for recruitment purposes only in accordance with our Privacy Policy.

Raoul Wallenberg International School reserves the right to make an appointment at any time, even before the posted deadline, if an exceptional candidate is identified early in the process. For this reason, interested candidates are encouraged to apply at the earliest possible time.

Join us in shaping the future leaders of tomorrow at Raoul Wallenberg International School. We look forward to welcoming a passionate and skilled professional to join our vibrant and values-driven community!