Part-Time (Job Share) Receptionist

SCOTTISH EPISCOPAL CHURCH

PART-TIME (JOB SHARE) RECEPTIONIST

(involves job share with morning receptionist)

JOB DESCRIPTION

Title

·  Part-time (Job Share) Receptionist (12.45am-5pm, Monday – Thursday; 12.45-3.45pm, Friday)

Responsible to:

·  The Communications Officer

Duties

1.  To welcome and register all visitors to the General Synod Office

2.  To answer incoming telephone calls promptly and re-direct and/or take messages

3.  To register and monitor stock of publications and process orders of publications, in consultation with the Communications Assistant

4.  To process expense claim forms for board and committee members, handle petty cash requests and cash sales of publications

5.  To maintain the Petty Cash box, ensuring sufficient funds for board or committee expenses and liaise with Cashier as required

6.  To reconcile monthly cash sales for banking by Cashier

7.  To liaise with Job Share partner at handover time and to provide holiday and other absence cover for one another

8.  To liaise with Royal Mail regarding the uplift of mail and relevant postage rates, ensuring the most effective postage methods are used

9.  To prepare mail for daily collection and to ensure the franking machine is maintained

10.  To maintain a meeting room diary – in book and online format and prepare daily meeting room notice

11.  To co-ordinate the use of meeting rooms by external groups

12.  To revise and distribute the internal telephone list

13.  To keep a daily record of staff attendance in accordance with Fire Regulations

14.  To prepare coffee and order lunches for board and committee members

15.  To keep the kitchen clean and tidy as appropriate

16.  To keep Reception and meeting rooms tidy and up to date with relevant literature

17.  To maintain the small library of books in reception room

18.  To monitor monthly copier and printer usage throughout the office and report details to photocopier supplier and ordering replacement toner as required

19.  To liaise with suppliers of photocopier and telephone system regarding any faults

20.  To monitor stationery, cleaning and catering supplies on a weekly basis and liaise with Job Share partner in the ordering of replacement supplies.

21.  To check that recycling materials are in order and ready for uplift and liaise with the Council re the collection of refuse.

22.  To test the fire alarm on a weekly basis, and perform duties as laid down by the Fire Officer in the event of a fire-drill or fire.

23.  To monitor use of the car park to be used solely by General Synod staff and/or authorised visitors.

24.  To act as one of the office staff able to administer first aid (training will be provided)

25.  To carry out other duties as required at the request of the Communications Officer or other members of the Management Team.

PART-TIME (JOB SHARE) RECEPTIONIST

(involves job share with morning receptionist)

PERSON SPECIFICATION

The candidate for the post will have drive and enthusiasm and be able to work to a significant extent on their own initiative. Particular qualities that are sought in the candidate include:

(a)  Well-developed inter-personal skills and the ability to deal sensitively and effectively with people at all levels.

(b)  Excellent telephone manner and ability to welcome callers and visitors in a friendly and efficient manner.

(c)  Good communication skills.

(d)  Good administrative and organisational skills

(e)  A pro-active, logical, systematic and innovative approach to challenges and opportunities and ability to take initiative.

(f)  Experience of working on a reception desk and in using basic telephone systems.

(g)  Experience in the use and application of information and communications technology including word processing, databases, spreadsheets, internet and other commonly used IT applications within an office environment (Microsoft Office 2003-2013) including email and calendaring systems and an eagerness to keep up to date and develop IT skills as needed for application in the workplace. Good knowledge of Microsoft Word and Microsoft Excel essential.

(h)  An ability and desire to work collaboratively within a team environment

(i)  Good attention to detail.

(j)  A supportive approach to assisting the Scottish Episcopal Church in its mission and ministry and an awareness of its culture as a voluntary organisation.

PART-TIME (JOB SHARE) RECEPTIONIST

(involves job share with afternoon receptionist)

Outline Conditions of Service

1. Salary

The salary range will be pro rata the full-time equivalent rate of £13,152-15,752 per annum. Placing within the range will be in accordance with relevant experience.

2. Holidays

The pro rata equivalent of 25 working days leave per and ten statutory holidays. Three days leave require to be taken between Christmas and New Year. The post involves working during the morning (as well as afternoon) when the morning receptionist is on annual leave.

3. Sick Pay Scheme

13 weeks on full salary plus a further 13 weeks at half salary in the first year of service with one further week added for each category for each completed year of service up to a maximum of six months full pay followed by six months half pay.

4. Pension Scheme

Employees are eligible to join a non-contributory defined benefit Pension Scheme which also permits additional voluntary contributions. Contributions to the Pension Scheme are made by the employer (currently at the rate of 32.2% per annum). There is also a Death in Service Benefit.

5. Period of Employment

Following satisfactory completion of a six month probationary period, during which a four week notice period applies (otherwise than in the event of gross misconduct), three months’ notice on either side will apply.

6. Retirement

There is no compulsory retirement age applicable to the post.

7. Allowances

Actual expenses incurred while engaged on General Synod business will be reimbursed together with mileage at appropriate rates as approved by the Standing Committee (currently 45 pence per mile).

8. Hours of duty

20 hours per week (12.45pm to 5.00 pm Monday to Thursday; 12.45-3.45pm Friday)

9. Location

The normal place of work is the General Synod Office at 21 Grosvenor Crescent, Edinburgh. There is a staff car park and it may be possible to allow parking there.

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