RECEPTIONIST



RECEPTIONIST @ KOPILA VALLEY SCHOOL

Position Summary

Kopila Valley School currently requires the energetic, hard-working, receptive receptionist. Receptionist is usually the first person visitors meet when they enter our school, so it’s important to make the right first impression. After all, visitors are put at ease when they see office staff who are courteous, professional, and able to handle multiple tasks with ease. So Receptionist will work in close coordination with and strategic guidance from the VP & Principal, You should have patience and passion for working with children. This is a full-time position and long-term role in shaping the sustainable future of Kopila Valley. 

Work Location: Birendranagar -1, Surkhet

Reporting to: Principal/Vice-Principal 

Number: 1 Position

Contract: Full-time, long-term position

Benefits: Competitive Salary benefit with, festival allowance, SSF, on-site meals

Nationality: Nepali citizens only 

Application Deadline: Before the mid Feb 2023

Must Haves

1. Education: Bachelor in Management, Arts or any other relevant discipline. 
2. Experience: At least 2 years of proven experience 
3. Language: A good communicator, and fluent in English and Nepali
4. Skills and Abilities: Telephone/verbal communication skills, good listening & Professionalism, pressure handling skills, Strong computer skills, proficiency in MS word, excel, have teamwork spirit, and ready to work long hours if required, 2-wheeler license. Works collaboratively and independently with the least supervision required. 

The Main Responsibilities:

1. Greet Visitors, Parents, Staff and Students and mage them
2. Facilitate Communication within the School 
3. Keep records of office inventory and document
4. Administrative support and meeting Schedule 

Detailed Responsibilities

1.   Greet Visitors, Parents, Staff and Students and manage them

• Welcome & greeting visitors, and directing them appropriately, and supplying them with refreshments as they wait. 
• Notifies School Principal and other management of visitor arrival.
• Maintains security by following procedures, monitoring visitor's logbook, and issuing visitor badges.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.

2.  Facilitate Communication within the School 

• Informs visitors by answering or referring inquiries.
• Serve as a central information point to the parents, students and staff regarding school-related matters and procedures.
• Support teaching and administrative staff by providing information to students and parents.
• Answer the phone calls and emails and Maintains security and telecommunications system.
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
• Provide information to parents and students on a variety of topics, including rules, disciplinary measures, and day-to-day operations of the school. 
• Coordinate meetings & events including parent-teacher meeting, staff meeting, day celebration and other events.

3.  Keep records of office inventory and document 

• locate and attach appropriate files to incoming correspondence requiring a response. 
• Update records such as class schedules and academic transcripts, 
• Sort mail, make copies & other administrative.
• Maintain a loan book of office current assets, camera and other office equipment.

4.  Administrative support and meeting Schedule 

• Schedule and confirm appointments for staff members, maintain appointment and event calendar.
• Meet with new students and parents to orient admission process of KVS and distribution and collection of appropriate form. 
• Report to supervisor regarding the admin and secretarial performance on a periodic basis or as per requirement.
• Responsible to scan/photocopy and print out the required documents and filing the vouchers properly as per required.
• Maintain good relationships with vendors and other external stakeholders. 
• Perform other duties with a sensitive and confidential nature.
• Operate office equipment including fax machines, copiers, scanners, printers and maintain office equipment in good working condition
• and track inventory and order supplies. 
• Upon delegation, taking an acting role in the absence of the Admin Assistant. 
• Assist in all aspects of Administrative and secretarial support. 

The above list of responsibilities is not comprehensive, and the Receptionist may be required to take on additional responsibilities, as determined by his/her supervisor.

Additional expectations

1. Build positive working relationships and environment in the organization by bringing solutions to the discussion table.
2. Demonstrate professionalism in all interactions and execution of duties including ensuring confidentiality as per the organization’s protocols.
3. Report to the supervisor on a weekly basis, and as needed in case of urgent activities.
4. Build and maintain a strong relationship with the staff members of Kopila Valley.
5. Demonstrate strong work ethics, compassion, and professionalism and exhibit a high level of integrity towards the organization.
6. Arrange and attend regular staff meetings.
7. Communicating regularly, this includes responding to messages and emails promptly.

Key Characteristics

• You believe that we can change the world in the blink of an eye.
• You believe in making decisions that put children first.
• You are self-motivated, organized, and approachable.
• You enjoy creating systems, keeping records, and increasing efficiency.
• You are always looking for new ways for our team to work smarter instead of harder.
• You are detail-oriented and conscientious. You make sure nothing slips through the cracks.
• You have a strong work ethic and a willingness to pick up new skills. You are comfortable multi-tasking.
• You are positive, patient, and a clear communicator who is comfortable working with both Kopila Valley staff. 
• You are an empathetic person, with a knack for putting out fires before they start and soothing conflicts brewing beneath the surface.
• You require little supervision and are flexible. You understand that you will be wearing many hats in this role, many of which are not explicitly included in this job description.

Application Procedure

If you think this career opportunity will amplify your career growth, we encourage you to apply by clicking “Apply for this Job” and submit all required document before 15 Feb 2023. If your application is a good fit, we will follow up with you directly for the screening process. Please note, applications will be reviewed on a rolling-basis and should a suitable candidate be found before the official closing date, so early submissions are strongly encouraged. No telephone inquiries will be entertained for this purpose. 

If you have any queries/information, please send us at apply@kopilavalley.org, Kindly note that CVs will not be considered through this email address.