Receptionist/Administrator
(Prep School)
Part time, term-time only
Starting September 2026
Headington Rye Oxford Prep School stands in its own beautiful 12-acre secure and secluded site, complete with wooded playground area and wonderful outdoor surroundings. In a warm, safe and nurturing environment where individuals come first, Headington Rye is renowned for its commitment to academic excellence, pastoral support and an impressive range of extracurricular opportunities.
Executive Summary
We are seeking an enthusiastic individual for a position which offers the opportunity for involvement at the heart of the school’s business in a busy, and continuously changing environment. You will undertake a wide range of administrative work for the Prep School, to provide an excellent and efficient service for the school.
The workload in Reception is demanding, requiring first class judgement, high levels of tact, discretion, initiative, personal organisation and great flexibility as well as an ability to work to deadlines. The ability to maintain confidentiality is key as is the ability to prioritise, use initiative and to communicate effectively and efficiently.
The hours of work are 7.40 am - 1.10 pm Monday to Friday, term-time.
Role Description
The Prep School Receptionist/Administrator is a part-time (7.40 am - 1.10 pm), term-time only, permanent position starting in September 2026.
Key Responsibilities
General Reception tasks
- take on a wide range of activities relating to Reception such as welcoming visitors, answering the telephone, receiving and dealing with day-to-day emails
- provide effective and highly efficient administrative, data management, secretarial and bursarial support
- manage class registers after morning registration including updating absences and backing up of data
- function as a proactive assistant; identifying priority items and taking initiative where required and communicating effectively and efficiently across the team
- carry out routine administrative tasks such as filing, photocopying and drafting letters, ensuring attention to detail at all times for all teaching staff and Head’s PA when required
Activities
- in collaboration with the Deputy Head, Operations assist with admin for the activities programme
- contact parents or carers in the event of club cancellations, oversee end of day arrangements and on other occasions when required
- contact parents or carers in the event of non-collection after clubs/trips
- co-ordinate arrangements for school outings and events
General
- be available for other administrative duties at the School as and when required
- any other duties reasonably required by the Head
Person Specification
Qualifications and Experience
Essential
- Educated to GCSE standard with GCSEs in English and Maths at level C or above.
- Proficient in the use of MS Office, especially Word and Excel
Personal Attributes and Skills
- ability to learn how to use new software
- high level of numeracy, with ability to analyse data as requested (some basic knowledge of statistical analysis desirable)
- excellent written and oral communication, including internal and external communication on both email and the telephone
- ability to proofread with excellent attention to detail and accuracy
- ability to think creatively and solve problems
- ability to manage workload and prioritise
- strong investigative skills and the ability to follow through on a project under own initiative and without detailed direction as required
- active team player
- ability to relate to young people
- reliability, honesty and discretion
- high level of numeracy
- calm under pressure, sense of humour
- sympathy with the values and ethos of the School
Terms of Appointment
Type of Contract
The Prep School Receptionist/Administrator is a part-time (7.40 am - 1.10 pm), term-time only, permanent position starting in September 2026.
Benefits
Pension
Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.
Fee remission
In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington Rye Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff who work at least 50 per cent of a normal working week.
Prorated Salary
The prorated salary for a full academic year (approximately 33 weeks @ 5.5 hours per day) plus five inset days is approximately £15,995 per annum depending on skills and experience.
(The full-time-equivalent salary based on 37.5 hours per week, all year-round would be approximately £28,317 per annum).
Additional Benefits
All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir. Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.
Appointment Process and How To Apply
Applicants should submit an application form and a covering letter detailing their skills and experience to recruitment@headingtonschool.com
- Applications will only be accepted from candidates completing the application form in full. CVs will not be accepted in substitution for completed application forms. However, they may be sent in addition to the application form.
- We will seek references on shortlisted candidates and will approach previous employers for information to verify particular experience or qualifications, before the interview. References will ask about your suitability to work with children.
- If you are invited to interview you will receive notification outlining the interview process and guidance regarding the documentation you are required to provide.
Closing Date: Please apply immediately
Applications are reviewed and shortlisted on a rolling basis and we reserve the right to interview, appoint and close adverts early depending on the volume of applications we receive. We therefore encourage you to apply at the earliest opportunity to avoid disappointment as once we have closed a vacancy you will be unable to submit your application form.
All appointments are subject to satisfactory completion of all employment checks, ie references, Disclosure and Barring Service, medical questionnaire, Right to Work in the UK.
Headington Rye Oxord is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and DBS and barred lists checks. The School expects all staff and volunteers to share this commitment.
Important documents
