Front Office Executive

Administration Trichy, India

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Description

Position at Tipse India Private limited

Purpose of Role  
To lead the academic and administrative functions of the school, ensuring a safe, inclusive, and effective learning environment. The Principal is accountable for student achievement, staff development, operational excellence, parental engagement, and community-building that aligns with the mission and vision of TIPS.
ISP Principles  
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.
First point of contact in school – have an important role to play.
  • Gesture:
  • Receive parents with a smile and greeting – Happy day.
  •  How can I help you?
  • Voice to be low, polite and confident at all times when talking to parents with regards to :
  • Policy
  • Query
  • Attend calls with greetings over the phone and introduce yourself as so and so and make note of the calls maintained in the register.
  • Direct the calls received to the concerned person and resolve the query.
  • Visitor Management:
  • Receive Visitors and make them feel comfortable.
  • Enter the details of the visitor/parent in the visitor management register and the person requested to meet by them. Check the visitor slip.
  • Fix appointment for visitors/ parents and request them to wait for the concerned person to meet them.
  • Check if the concerned person has signed in the slip before the visitor leaves the campus.
  • The visitor/ parent may be with Academics/HR/Accounts/Admin.
  • Payment Collection:
  • Event collection - Annual day, Sports, etc
  • Fee collection – Exam / CGPS / Installment /competitive / CA
  • Field Trip collection – Domestic/International
  • Fine – Damage to property
  • Others – Hostel/School lunch request for a period of time.(eg - say 10 days /a month).
  • PRF amount
  • All the above to handed to Accounts department after validation by ADM.
  • ID / Lunch / Extra uniforms/Library due. – Handed to stores.
  • Courier Management:
  • Receive couriers and enter in the outward note and inform the concerned person to collect it.
  • Couriers to be sent from school - to co -ordinate with purchase.
  • Student data management:
  • Student data (Phone number and email id of parent) to be maintained.
  • Phone number, E-mail id, Intercom number of all staffs (respected campus) to be maintained at the ADM desk.
  • Follow up on or generate EMIS number for new admissions from the respected schools.
  • Maintaining & filing student database in the file and i-campus. Update needs to be done properly
  • Follow up of TC of new admission and file them.
  • Follow up on update(change) request of student data and update in
  • I-campus and file requests in student file.
  • General:
  • Maintenance of the reception to be monitored then and there.
  • Clumsy surrounding around the reception desk to be avoided. (be it teachers / student / Parent / Visitor)
  • Making of calls by student to be monitored before the student makes the call.
  • Mail received from parents to be forwarded to the concerned person through I –campus and ensure all call logged is addressed in 48 hours by the concerned person or it has to be continuously followed.
  • Fee pending follow up
  • Following up of uniform and material purchase, stock and organizing distribution by checking on the fee paid status (Complete first installment fee as per challan needs to paid for uniform and material distribution – exemption being transport and lunch, if the parent has requested to opt in or out at the last minute)
  • Request for facility, accounts and purchase help when in need.
  • Attend to all needs of the school.
  • All issues raised by parents have to be by mail (call management). If the matters are sensitive, connect them to the principal for speaking.
  • Attendance:
  • Leave entries in Essl
  • Leave card arranged as to biometric number
  • Fingerprint registration for new employees
  • Attendance registers
  • Joining letter.
  • LOP calculation every 25th of the month.
ISP Commitment to Safeguarding Principles  
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.
ISP Commitment to Diversity, Equity, Inclusion, and Belonging  
ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

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