RECEPTIONIST & ADMINISTRATOR – JOB DESCRIPTION

Reports to: Head of finance & HR

Main tasks:

RECEPTION

Responsibility for visitors and public interfacing

  • To undertake administrative tasks such as: answering the telephone, taking messages, managing the answer phone, opening and distributing the post, greeting visitors, organising refreshments and organising mail outs.
  • To collect newspapers and milk each morning.

OFFICE

Responsibility for office organisation and environment

  • To be responsible for the smooth running of the office: including liaising with the building management and ensuring the maintenance of a welcoming, efficient working environment.
  • To be responsible for ensuring the premises are tidy and ordered.
  • To have responsibility for responses to emails into various inboxes, monitoring and logging, and maintaining diaries and booking arrangements.
  • To coordinate arrangements for interns and volunteers.
  • To maintain and develop PRT’s library and archive systems.
  • To distribute PRT publications to the various external stakeholders
  • To take forward decisions about office equipment, deal with equipment faults when necessary, monitor and order office stock and general supplies.

ADMINISTRATION

Various administrative duties

  • Ad-hoc administration eg. Minutes and organisational functions.
  • Providing administrative support (specifically to Out for Good project manager), any other in consultation with line manager.
  • Collation and input of various data.
  • Maintaining well-ordered shared drives.
  • To provide specific support as required to PRT programme managers and directors in consultation with the deputy director.
  • To assistin organising PRT internal meetings, away days and to play an integral part in the full range of PRT work.
  • To support the director and deputy director in the absence of the executive officer.

PERSON SPECIFICATION

General information:

Someone with excellent communication skills and an exceptional, well organised, personable and enthusiastic person with sound IT skills to take responsibility for reception duties, office organisation and provide administrative support.

The Prison Reform Trust (PRT) is a small, well respected UK charity with a high national profile. PRT aims to improve prison regimes and conditions, defend and promote prisoners’ human rights, address the needs of prisoners’ families, and promote alternatives to custody. PRT’s activities include applied research, advice and information, education, parliamentary lobbying and the provision of the secretariat to the All Party Parliamentary Penal Affairs Group.

This role is part-time, 25 hours per week, over 5 days or by negotiation 4 days (Monday-Thursday). Hours are flexible but must be within the core times of 9am to 6pm.

PRT is has a permanent staff of approximately twenty as well as volunteers and student placements.

Knowledge, skills and experience:

  • Highly developed, demonstrable, organisational skills.
  • Demonstrable sound IT skills generally, and including Microsoft Office.
  • Good judgment and ability to use own initiative.
  • Able to show an ability to work flexibly and as part of a team.
  • Sympathy with the aims and objectives of PRT.

Prison Reform Trust

15 Northburgh Street

London EC1V 0JR

January 2015