Job Description

To provide a friendly and efficient reception service for all callers and visitors to company’s Head Office, including undertaking general tasks, which ensure the effective administration of head office functions.

To provide administrative support to the Director of Operations, Heads of Service and other Head Office departments as and when necessary.

Main responsibilities

• To ensure the reception area and other areas used by staff and visitors always presents a professional image.

• To provide exemplary reception service to Head Office, staff and visitors and to act as a point of contact for all projects and assist with their enquiries.

• To deal with a variety of face to face, telephone and email enquiries, assessing the nature and urgency of enquiries and pass to the appropriate person.

• To provide administrative support to the Director of Operations and Heads of Service (e.g. proof reading, updating/creating spreadsheets, booking meetings, diary management and photocopying)

• To be responsible for updating internal databases (i.e. the Charity’s intranet), making sure information is accessible and up to date.

• To book rooms, organize refreshments, provide agendas and papers, produce minutes for meetings as required.

• Record incoming post on the relevant spreadsheet and frank and mail outgoing post.

• To continuously monitor and evaluate administration systems, suggest improvements and effectively implement and monitor the success of these.

• To carry out any archiving, recycling, shredding or photocopying as and when required.

• Assist with the set-up of IT equipment/mobile phones of staff.

• To act as administrator for and manage the organization’s lone worker system.

• To be part of a flexible administration team, supporting other Head Office departments as and when necessary.

General

• Be proactive in reviewing and evaluating own performance and identifying and acting upon areas for improvement and development.

• Attend and participate in team meetings and other meetings as required.

• Follow company’s policies, procedures and performance expectations.

• Perform any other duties consistent with the role and/or reasonably required.

• Implementing company’s Diversity Policy in all functions of the post.

Required Knowledge, Skills, and Abilities

Educated to GCSE level (or equivalent). Experience of providing administrative support in a fast-paced environment. Experience of providing excellent customer service in a busy service environment. Experience of maintaining effective and accurate and office systems and procedures. Experience of an environment where confidentiality was required. Good numeracy skills and the ability to think logically. Good knowledge of office software systems and understanding of operating systems. Experience of working on a busy reception/switchboard. Ability to work under pressure whilst still maintaining an excellent attention to detail. Experience of providing the administrative support necessary for meetings, training sessions and other similar events. An understanding of and commitment to Equality & Diversity as it applies to a supportive service and in the workplace. Excellent attention to detail and an ability to plan and priorities effectively. Excellent communication skills (both written and verbal). A positive, self-motivated and enthusiastic attitude to work. Willingness to work flexibly in response to changing organizational requirements.