JOB DESCRIPTION

Receptionist & Administrative Assistant

Job Title:Receptionist & Administrative Assistant

Line Manager: Reception Manager/Reception and Facilities Co-ordinator

Hours per week: 22.5 hours (Mon-Wed 08:30-17:00)

Grade:Sc2, Sp13 (Pro-rated £19,964)

Summary:To provide a central reception function, welcoming clients and visitors and answering telephones. To provide administrative and facilities support to the organisation as required.

Key responsibilities:

Reception:

  1. Provide reception cover and a welcoming environment for clients and visitors.
  2. Deal with initial enquiries from service users, the public and other professionals and/or refer on to other projects/organisations as appropriate.
  3. Respond appropriately to, and manage, potentially challenging situations that may arise within a reception environment whilst working with individuals with mental health support needs.
  4. Keep the reception area tidy and organised, notice boards up to date and leaflets restocked.
  5. Receive and return telephone calls to clients, staff and volunteers within the organisation.
  6. To make sure that all messages, cancellations and confirmations are recorded and passed on to the relevant member of staff or manager, as appropriate.
  7. As requested by line manager, receive and return telephone calls to other professionals, funders and colleague organisations.

Administration:

  1. Type, photocopy and distribute letters, minutes, reports, and documents as requested by the line manager.
  2. Ensure that central filing systems are maintained.
  3. Compile and maintain databases of information and contact details regarding services available to mental health users and other related services in Hackney and other boroughs.
  4. To assist Project teams in the accurate and timely input of service delivery information into the organisation’s database and administrative systems.
  5. Send out information and literature about City and Hackney Mind, including referral forms as required.
  6. Organise and undertake mail outs as and when requested.
  7. Liaise effectively with all staff within the organisation.
  8. Support the administration of the meeting room booking system within the organisation, keeping track of room allocations.
  9. Ensure that incoming post is distributed efficiently, and outgoing mail is delivered to the post box.
  10. Assist in ordering stationery and office supplies (e.g. tea, coffee, refreshments for meetings, stocks for First Aid box) in accordance with current systems.
  11. Assist in processing, recording and distributing staff & volunteer ID badges.
  12. Assist with processing, recording and distributing staff business cards.
  13. Assist with ensuring that staff and volunteer signing in sheets are kept up to date.

Facilities:

  1. Keep the reception area and surrounding hallways free of obstructions and compliant with health and safety regulations
  2. Assist the Reception and Facilities Co-ordinator in testing the fire alarms weekly and carrying out fire drills
  3. Assist in facilities matters as and when required (such as updating signage & key cutting)

General:

  1. Where relevant, to comply, promote and contribute to the writing and development of City and Hackney Mind's policies and procedures, its policy of Equal Opportunities, all other central policies and those of your Department.
  2. Assist with providing cover for colleagues during periods of planned and unplanned absences as appropriate.
  3. In accordance with the Health and Safety at Work Act 1974, to take care of your own health and safety at work and of any clients/visitors you are working with. This includes reporting any risks or potential hazards to the Health and Safety Officers.
  4. Keep records and statistics for dissemination to effectively monitor the service, ensuring that all files and information is kept in accordance with City and Hackney Mind's policy on confidentiality.
  5. Be self-servicing administratively.
  6. Reliable demonstration of excellent punctuality, reliability and timekeeping skills if/when, for example, opening reception in the morning.
  7. As required by line manager, liaise with projects and staff (at Tudor Road and at other City and Hackney Mind sites), ensuring effective links within the office and other projects.
  8. Attend and participate in staff meetings, contributing to discussions and giving reports if needed.
  9. Attend supervision and appropriate internal and external training courses as approved by line manager.
  10. Attend City and Hackney Mind staff away days.
  11. Any other relevant duties as requested by your line manager.
  12. Have the physical and mental capacity to carry out all the above within stipulated times and to the required standards.

The following criteria should be met in order to ensure that the post-holder is appropriately experienced and qualified to undertake the post.

The level of sufficiency is indicated for each criteria. ‘Essential’ criteria will need to be demonstrated to attain the post, whereas those criteria which are ‘Desirable’ will be useful for the post-holder to have, but are not a basic requirement for selection. They will, however, be used to discriminate between applicants who meet all the ‘Essential’ criteria.

All the points on the Person Specification should be addressed in the Application Form.

Criteria / Sufficiency

Experience and Qualifications

E1 / GCSE level or equivalent English and Mathematics / Essential

Knowledge

E2 / Basic knowledge of the Data Protection Act / Essential
D1 / Understanding of and demonstrable commitment to equal opportunities and anti-discriminatory practices. / Desirable
Skills and Abilities
E3 / Proven ability to use Microsoft Word, with a minimum typing speed of 40 wpm / Essential
D2 / Proven ability to use Microsoft Excel (create tables, write formulae etc) / Desirable
D3 / Proven ability to use Database systems for data entry / Desirable
E4 / Ability to research and access information. / Essential
Administration
E5 / Excellent communication skills, both written and verbal. / Essential
E6 / Methodical, organised, sound administrative and record-keeping skills. / Essential
Personal Skills and Attitude
E7 / Ability to prioritise a varied workload. / Essential
E8 / Enthusiastic, with an ability to work to tight deadlines / Essential
E9 / A flexible attitude to the expectations of the working environment. / Essential
D4 / An interest in mental health issues and a respect for the views and experiences of service users. / Desirable

Receptionist /Administration Assistant

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