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Front Office Coordinator

7 months ago

Victoria, Canada Brookes Westshore School Society Full time

Are you looking for a new and exciting opportunity? Enjoy working with students of all ages and backgrounds? This may be the opportunity for you

**Position Summary**
- **Hours of work**: Monday-Friday 8:00am-4:00pm
- $25.00 per hour plus 4%
- Lunch meal provided on campus as a taxable meal benefit
- 5 days paid sick time after 90 days of employment
- Off during school breaks(winter, spring and summer breaks)
- Eligibility for enrolment in our Health and Dental benefits after 3-month probationary period
- Eligibility for enrolment in our RRSP plan after 1 year of employment

**Main Reception**
- Ability to work with, manage, communicate and support all school stakeholders
- Provide a positive and helpful front desk experience to all visitors to the administrative office
- Answering and screening phone calls and directing inquiries to the appropriate person
- Greeting and assisting students/parents/visitors at the front desk
- Collecting, distributing and posting mail in a timely fashion
- Receiving, sorting and dispatching courier packages
- Coordinating the delivery of student packages with Boarding office
- Maintaining a neat, orderly front office space and supply area including staff mailboxes
- Maintaining visitor logs and staff sign-in/out sheets
- Coordinating board room bookings and sharing availability

**General administration support**
- Collect school-wide information and update various calendars, enabling the Front office to serve as a central communication hub
- Coordinate school communications with families
- Maintain emergency lists and requirements regarding school trips
- Coordinate Parent Teacher interviews
- Work with the Transportation coordinator to ensure school transportation is arranged for the week and schedules posted in the front lobby
- Work with the School Principal/Safety Coordinator to maintain the emergency contact lists and phone tree, and implement emergency closure procedures
- Coordinate lockers for all students
- Assist with daily attendance for day students
- Assist with coordination of school events such as Photo Days, Open Houses and Information Sessions
- Maintain and ensure usability of a photocopier, fax machine and postage machine
- Order and maintain office supplies
- Assist staff with office and school purchases
- Assist with school fire drills

**Support for Admissions and Academic Departments**
- Play a support role in entering and maintaining the Admissions database
- Provide support to Admissions department as needed
- Main contact for the collection of forms for students

**General Duties and Expectations**
- Supervise lunch lines during lunch time
- Attend weekly staff meetings as needed
- In case of emergency, initiate and follow School Emergency Procedures
- Be an active participant and representative of the school. We encourage all staff to be involved in the school and attend at least some school events (i.e., graduation, open houses, and other community events held at the school)
- Other duties which may come up from time to time.
- **Must **pass and maintain a clear Ministry of Public Service criminal record check for the purposes of working with vulnerable children
- Excellent communication skills
- Experience working in a busy or school environment
- Attention to detail
- Ability to mutli-task under pressure
- Experience with MyEd and ManageBac an asset
- Standard First Aid with CPR C an asset

About Brookes

Brookes Westshore is a small, independent Grade 4-12 school offering a personalized and student-centred approach to learning. Be part of the friendly Brookes Westshore community and the natural beauty of the surrounding area. The atmosphere on campus is one of care and respect. We are dedicated to personal learning, global vision and community service.