Updated January 2017

JOB DESCRIPTION

Receptionist / Administrator

RESPONSIBLE TO:

Human Resources Officer

AIM OF THE JOB:

To ensure the smooth and professional operation of the Reception area andprovide routine administrative support to the Human Resources Department.

MAIN DUTIES AND RESPONSIBILITIES:

Reception duties:

  • To ensure all incoming switchboard calls are answered in a timely and professional manner, directing calls to the correct department and dealing with messages as required.
  • Responsible for the main charity email account ensuring all messages are appropriately dealt with on a daily basis
  • Greet and announce visitors to Head Office in a friendly and professional manner, offering refreshments whilst ensuring that all visitors sign in / out of the building
  • Carry out the Head Office ‘opening up’ and ‘locking up’ routines and arrange cover as required
  • To maintain the stocking levels of general stationery and cleaning products
  • Ensure Head Office has adequate levels of refreshments – milk, tea, coffee, soft drinks
  • To maintain the reception area of Equipedia ensuring all information is kept up to date such as telephone lists
  • Assist with the booking of vehicle hire, overnight accommodation and general travel for staff
  • Record staff whereabouts in the reception diary
  • Responsible for the outgoing postand franking machine supplies ensuring that Field Officer post is processed onWednesday of each week
  • Ordering domestic heating oil as required, regularly checking the Head Office oil indicator
  • In the event of an emergency evacuation, take the Visitor Book and Staff in/out board to the Fire Assembly point, passing it to the Incident Controller. Ring the Emergency Services as appropriate before leaving the building, if possible
  • Provide administrative support to all departments within Head Office as required

Human Resources:

  • Ensure the HR Database is kept up to date with new starters, leavers, holiday, sickness absence at all times
  • Co-ordinate all aspects of staff recruitment and selection in an efficient and professional manner ensuring it complies with current legislation. To include booking recruitment advertisement space
  • Run general HR reports for line managers as required on sickness absence and untaken holiday
  • To advise line managers when new starters probations are coming to an end
  • To advise line managers when new starters are nearing the end of their first year of service
  • Co-ordinate all work experience enquiries working closely with the relevant yard or department
  • Co-ordinate and manage the volunteer database whilst ensuring all volunteering enquiries are appropriately dealt with in a timely fashion
  • Respond to general enquires in a timely fashion, including careers advice
  • To research and book staff training coursesas required

OTHER DUTIES AND RESPONSIBILITIES:

  • To maintain good working relationships with all employees of World Horse Welfare, ensuring two-way communication
  • To keep yourself up to date with World Horse Welfare information through the website, Equipedia and frequent communication, asking relevant departments for specific information as may be necessary to effectively manage incoming calls
  • To carry out other reasonable tasks required by the Head of Human Resources

Heath & Safety

  • To comply with the policies of World Horse Welfare to ensure that risks within the working environment are reduced as low as reasonably practicable
  • To raise any health and safety concerns with your Line Manager or the Health & Safety Officer based at Head Office

PERSON SPECIFICATION

ESSENTIAL / DESIRABLE
EXPERIENCE /
  • Working within a reception area
  • Switchboard operation
  • Office Administration
  • Relevant customer facing work
/
  • Human Resources Administration
  • Use of contact databases

KNOWLEDGE/SKILLS /
  • A confident and professional telephone manner
  • Excellent communication and interpersonal skills
  • Sound knowledge of Microsoft Office packages & fast, accurate keyboard skills
  • Strong organisational and administrative skills
/
  • Basic equine knowledge

PERSONAL QUALITIES /
  • Maintain confidentiality in every respect
  • Ability to work on own initiative
  • Well-organised and professional
  • Excellent attention to detail
  • Ability to prioritise and organise own work schedule
  • Flexible and enthusiastic approach to tasks
  • Self-motivated

MOTIVATION / Interest and empathy with World Horse Welfare aims and objectives