Receptionist

About Cognita

Cognita, a global leader in independent education since 2004, boasts a diverse network of 100+ schools across 16 countries, catering to over 85,000 students. Each school within our community is uniquely tailored to our collective mission: creating an environment where everyone can 'Thrive in a rapidly evolving world'.

About the school

Royal Grammar School Guildford (the RGS), one of the UK’s pre-eminent independent schools, and Cognita, the leading global schools’ group, is seeking 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.

Purpose

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.

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

Essential:

• English Speaker
• 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.

If you would like to be considered for this Receptionist role, we would love to hear from you.

Thank you for your interest in Cognita ME and our family of schools in Dubai. We look forward to hearing from you.

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed.