Job Description

Job TitleOutreach Centre Administrative and Function Coordinator

LocationHenshaws Specialist College, Outreach Centre, Bradford

Salary£8.17 per hour

Hours per Week25 hours per week

Working weeks38 weeks (term time only) plus up to 5 additional training days per year

Reports toCentre Manager

DBS Check Enhanced Check with child barring list

Job Summary

To act as first point of contact for visitors and manage the Centre’s reception and telephone answering functions andassist in general administration support for Centre staff.

Key responsibilities

  • Manage the switchboard, dealing with enquiries for the Outreach Centre and also Henshaws Specialist College, Harrogate.
  • Receive and book in visitors.
  • Collate information on visitors, meetings, training etc. and produce the weekly Centre diary and distribute to staff.
  • Providing administrative support to staff such as typing, filing, photocopying, brailing, etc.
  • Minute meetings as and when required.
  • Undertake administration tasks which may include sorting and distributing incoming post, franking outgoing mail, booking meeting rooms and vehicles, purchase orders, etc.
  • Assisting with the administration of the swipe card system process, issuing visitor cards, taking photographs of new staff and students and creating new cards.
  • Assisting with issuing staff parking permits and administering the process, keeping accurate records.
  • Assisting with admin functions for events as and when required
  • Liaise with transport providers as necessary.
  • Keep literature in Reception up to date and fully stocked at all times.
  • Prioritising workload effectively to meet deadlines and to support the service provided by the Outreach Centre Team.
  • Ensuring that the quality of administrative work is accurate, executed to a high standard and is consistent with corporate requirements.
  • Ad hoc duties as required, such as room inspections, emergency/incident response when required
  • Work productively and at pace, whilst still maintaining a high level of attention to detail
  • Assist the Outreach Centre Team with effective stock control processes and ensure optimum stock levels are maintained
  • Report and follow up faults/breakdowns and areas/items where maintenance is required.
  • Any other duty as required by the line manager commensurate with the post.
  • Comply with the Health & Safety requirements of the Society and follow Society Policies and Procedures, operate within the employee code of conduct and respect confidentiality at all times.
  • Actively promote Henshaws Equality & Diversity Policy.
  • Attend all Henshaws mandatory and compulsory training sessions, taking responsibility to ensure training is up to date at all times.
  • Take responsibility for your own personal and professional development, including CPD where appropriate.
  • Facilitate training and knowledge sharing across Henshaws Society, and other providers where appropriate.
  • Offer a flexible approach to working hours to meet the needs of the organisation.
  • Represent Henshaws in professional manner at all times, contributing to marketing and recruitment activities for Henshaws as required.

Person Specification

In order to be shortlisted you must demonstrate that you meet all the essential criteria and as many of the desirable criteria as possible. Where we have a large number of applications that meet all of the essential criteria, we will then use the
desirable criteria to produce the shortlist.

All disabled candidates who meet the minimum essential criteria will be included on the shortlist.

Criteria / Essential or Desirable / How Identified
Application form / Interview / Selection test / copy of certificates.
Skills and Experience / Significant experience of working in a responsible reception and administration role in a demanding office environment. / Essential / Application form/Interview
Ability to provide high quality administrative support in the following areas:-
  • diary management
  • inputting information on database
  • word processing of letters and documents
  • co-ordination of meetings
  • minute taking
/ Essential / Application form/Interview
Excellent level of customer care skills, efficient telephone manner and the ability to communicate professionally and confidently with people at all levels. / Essential / Application form/Interview
Good literacy and numeracy skills, both verbally and in writing, with the ability to execute meticulous attention to detail and accuracy. / Essential / Application form/Interview/Test
Good organisational and time management skills, and the ability to prioritise own workload effectively to meet deadlines. / Essential / Application form/Interview
Ability to work flexibly and effectively as a member of a team, whilst also demonstrating proactive skills and the use of a high level of initiative. / Essential / Application form/Interview
Ability to maintain confidentiality of information and act with discretion at all times. / Essential / Application form/Interview
Enthusiastic, respectful and sensitive attitude to our client group / Essential / Application form/Interview
Experience of working as a housekeeper/cleaner / Desirable / Application form
Interview
Experience of working in a customer led environment / Essential / Application form
Interview
Good communication skills, both verbal and written, whilst remaining professional, courteous, friendly and calm in all situations / Essential / Application form
Interview
IT literate with a working knowledge of MS office in particular Word and Outlook / Desirable / Application form
Self-motivated and able to work on own initiative / Essential / Application form/Interview
General &
Specialist Knowledge / The ability to effectively use a range of software such as:
  • Word processing packages
  • Spreadsheets
  • Databases
  • Email
  • Internet and electronic calendar
/ Essential / Application form/Interview/Test
Knowledge of different learning disabilities / Desirable / Application form/Interview
Knowledge and understanding of hygiene and cleanliness, both best practise and regulation / Desirable / Application form
Interview
Knowledge and understanding of health and safety issues relating to this area of work / Desirable / Application form
Interview
Awareness and respect of students’ rights / Desirable / Interview
Experience, knowledge or understanding of specialist methods of communication, i.e. Braille, BSL, Makatonetc / Desirable / Application form
Special
Requirements / Flexible approach to working hours to meet the needs of the outreach centre. / Essential / Interview
Able to adapt swiftly and be willing to undertake challenging tasks if required / Essential / Interview
Commitment to the aims and mission of Henshaws Society for Blind People / Essential / Application form
Interview
Enthusiasm to work with young people to encourage learning and independence / Essential / Application form
Interview

Henshaws will make every endeavor to make any reasonable adjustments for applicants who require assistance in carrying out their duties due to a disability.

Henshaws is committed to safeguarding vulnerable adults and children. The post holder may be required to complete an enhanced DBS disclosure check including barring lists for Adult and/or child barring services.

Henshaws is committed to equal opportunities and positively welcomes applications from all sections of the community.