Front Office Administrator

Start Date – February 2026

Edgbaston, Birmingham

Actual Salary: £22,969 per annum

(please note this salary is based on 41 weeks plus 6.6 weeks paid holiday)

Hours: 8am – 4pm, Monday to Friday (37.5 hrs per week), This position is term time plus 6 weeks

The Role

We are looking to appoint an Administrator with strong customer service skills and a welcoming and professional manner to join the Front Office team at Hallfield School.  The successful candidate should have experience of both working as a receptionist and administrator, dealing with members of the public.  Experience of working in a school would be advantageous, however relevant experience working in a similar setting where confidentiality, professionalism and warmth are required would be equally suitable.

As the first point of contact for parents, pupils and visitors, exceptional communication and an approachable and helpful manner are required, as is an understanding of the importance of discretion and confidentiality.

In this busy and varied role, you will need to demonstrate flexibility and a calm manner as you respond to enquiries via telephone, email and face to face, welcoming all visitors and assisting pupils and colleagues. 

This role is equally weighted between customer service and administration as you will be providing daily administration support to departments across the School, under the direction of the Head Master’s PA.  The role would suit an organised and accurate administrator, proficient in Microsoft Office Word and Excel.

Some of the key responsibilities of a Front Office Administrator include, but are not limited to:

• As the first point of contact for the school, welcoming visitors and responding to telephone and email enquiries in a professional, helpful and positive manner.
• To welcome and assist pupils coming in to the Front Office and escort late pupils to locations as required.
• To communicate with parents regarding all aspects of school life, receiving and passing on information, between parents and teachers. 
• To check and maintain daily class registers on the management information system, calling parents to ascertain reasons for pupils’ absence.
• To provide administrative support to the Senior Leadership Team, in particular the Deputy Head in the following areas:
• Arranging meetings and diary management as required
• After Care;
• Holiday Club and
• After School Clubs.
• To monitor the school email account, responding to enquiries or forwarding messages to the correct recipient as required.
• To assist with preparations for and assist with school events including Open Days and Speech Day.
• To maintain and update school information, records and management information systems.
• To receive deliveries and manage all incoming and outgoing mail.
• To assist with the production of school communications including parent mail, school notices and posters.

The School

Hallfield School is a flourishing co-educational independent day school in the leafy outskirts of Edgbaston. Founded in 1879, Hallfield School offers a stimulating and challenging curriculum for youngsters to enable them to grow, develop and learn in a happy, secure and purposeful environment.

We welcome children from three months to thirteen years old to a top-class education within our stunning 22-acre site where success is showcased in the classroom, on the sports fields and in the school hall every single day.

The Person

The key skills, experience and qualities required to be a Front Office Administrator:

• A confident, experienced Administrator with general reception and administration experience gained within a customer focussed environment, ideally within a similar setting
• Effective verbal and written communication skills
• Ability to establish and maintain good professional relationships with pupils, parents and colleagues
• Excellent organisational and prioritising skills
• Good literacy and numeracy skills
• Competent in the use of Microsoft Office, including Outlook, Word and Excel
• Strong team player with a flexible and supportive approach and solution focussed attitude.
• Ability to work independently as required, showing initiative but equally identifying when to escalate a matter
• Ability to work in a calm and efficient manner even under pressure
• Demonstrates a polite, professional, approachable and positive manner
• Able to demonstrate an understanding the importance of confidentiality and data protection
• Familiarity with a school management information system (MIS) would be advantageous
• Current paediatric First Aid Certificate or willingness to undertake.

What the School will offer:

• Salary sacrifice group pension scheme
• Death in service benefit (4 x annual salary)
• Free parking.
• 50% staff fee discount for staff children attending the school
• Salary Sacrifice Cycle to Work, Home & Tech, and Gym Schemes available.
• Long service recognition.
• Employee Assistance Programme (EAP) and other wellbeing initiatives including counselling services and on site Mental Health Champions
• Professional development opportunities with supportive CPD policy.
• Free lunch options for staff during term time

Safeguarding & Child Protection

Hallfield School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.  All posts are subject to rigorous pre-employment checks, to ensure the suitability to work with children. 

These checks include full references and an online check for all shortlisted candidates prior to an interview. 

This position is exempt from the Rehabilitation of Offenders Act 1974 and all subsequent amends.  Successful candidates will also be subjected to an enhanced Disclosure and Barring Service (DBS) certificate and including barred list check.  In addition, further checks will be carried out to verify identity, qualification, fitness to work and right to work in the UK. Any other relevant checks with statutory bodies will also be undertaken.

In addition to the job description and person specification for the position, please ensure you read the school’s Safeguarding & Child Protection and Safer Recruitment policies

Equal Opportunities

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

To Apply:

If you feel you have the required skills and experience to join Hallfield School as the Front Office Administrator, then please click the apply now button to find out more.

Closing Date:  Friday 2^nd January 2026 (10am)

Interview Date: Potentially week commencing 12^th January 2026

We reserve the right to close the position early if we receive a high level of applications

Contact information

Caroline Long