Job Description

KCA Receptionist Administrator

Accountable to:Children and Young People’s Service Manager

Based : Cedars Hall – Harrow

Responsible for:Overseeing all aspects of the centre’s administration and reception duties in supporting the work of children, youth and family services at the Cedars and within KCA services

Responding to general day to day enquires and signposting to the relevant people as required.

Hours: 37.5 hours a week – some flexibility is required.

Core hours 8.30 to 4.30pm Monday to Friday.

Main Objective:To ensure an effective and efficient output of work to meet the needs of KCA services with regards to the health and safety, administration and the effective management of the centre’s resources.

Limits of Authority:To work within the guidelines specified by the Head of Children Youth and Family services and budget allocation.

KEY AREAS OF WORK

Managing Diversity /Equal Opportunities

  • To work together with the team at KCA and other providers and partners accessing Cedars Hall to ensure that the centre is a safe, welcoming and supportive environment.With consideration to the children, young people and families needs and abilities.
  • To work together as part of a team within an equal opportunities and managing and supporting diversity framework.

Reception and Administration

  • To carry out a variety of reception duties, including using the telephone in a professional manner, receiving messages and assisting and directing visitors. To provide a welcoming environment for parents and professionals including responding to, and sharing information sensitively.
  • To support the service manager in maintaining and developing the Counselling and Art Therapy booking systems.
  • To assist parents visiting KCA and other services at the Cedars to access initial information source or appropriate services to support them.
  • To provide all new workers, volunteers, students and therapistsetc. with a building induction.
  • To be responsible for the effective and efficient support and delivery of administration services/systems of KCA..
  • To become familiar with and operate the office equipment including computers, multi media equipment, fax, laminating and photocopying machines. Ensuring that all team members are inducted and trained in the safe and effective use of all equipment.
  • To ensure adequate supplies of office equipment and centre stationery, provisions including food, domestic goods are ordered after approval sought from Director of Children, Youth and Family Services.
  • To carry out various tasks such as preparing mail outs and information to other services, professionals and parents..
  • To ensure that all monthly statistics and any other required information is collated and circulated to appropriate agencies.
  • To support the development and management of effective filing systems.
  • To manage the systems for booking of room space and allocation of resources within the centre, liasing with relevant people to ensure that good communication is maintained between all and resources are used appropriately.
  • To support the Service Manager and Team managers as required in keeping electronic records and systems are up to date and fit for purpose
  • To ensure all staff have a photo ids as required.
  • To support Team and Service Managers in operating an effective petty cash system adhering to the relevant polices and procedures.
  • Maintaining recording and operating an effective key allocation and storage system.

Health and Safety

  • To report any faults and maintenance queries and issues as required to the appropriate services and develop a working knowledge and understanding of Health and Safety policies and procedures.
  • To support theService Manager at KCA as required in their the responsibilities for the Health and Safety management of the centre.
  • To have an understanding of the issues pertaining to the Children’s Act, every child matters, safeguarding /child protection issues and Ofsted standards and requirements.
  • To carry out the fire drills and call point checks as required.
  • To carry out and monitor Risk and Fire Assessments as required.
  • To maintain relevant Health and Safety records as necessary
  • To organise any maintenance work or repairs that need to be carried out.
  • To take lead responsibility for ensuring that adequate medical supplies are maintained
  • To take lead responsibility for ensuring all regular checks such as fridge /freezer water temperature/legionella flushing are undertaken and recorded with any concerns reported.
  • To check 3 monthly and maintain the centres first aids /emergency box and supplies.
  • To update and maintain the staffing, visitors and children’s registers along with updating the relevant data bases and central records in partnership with team managers.
  • To support the head of building and property by keeping up to date records and checks on areas such as minibus insurance and MOT supplies contracts and planning regular maintenance and servicing checks of equipment within Cedars Hall
  • Report to the Team managers /Service Manager or Director any areas of concerns in a timely fashion.
  • To support Team managers to keep up to date inventories of equipment and resources.

Communication and Relationships

  • To work with all managers, services and teams to ensure relevant and sharing of information.
  • To liaise appropriately with parents, partners, Social Services, Health and Education, community and recruitment agencies in consultation with managers of the service.
  • To assist in the successful marketing of the centre through the development of positive attitudes and relationships.
  • To update and maintain KCA;s general notice boards and information displays.

Management and Teamwork

  • To participate in team meetings, training, when relevant and when required..
  • To assist in development and delivery of new initiatives and fund raising activities at KCA as deemed appropriate within the scope of this post.

Supervision and Training

  • To participate in individual supervision and complete appraisals in line with the KCA standards.
  • To participate in the assessment and identification of own training needs and undertake relevant training as appropriate
  • To assist in organising and servicing any training/ meetings given within services at KCA as required

Marketing of KCA services

  • To assist all Managers in the effective marketing of their services as required.
  • To assist in organising and facilitating any marketing events and functions, including the development of marketing material and strategies.

In order to deliver service effectively a degree of flexibility is needed and the post holder may be required to perform work not specifically referred to the above. Such duties, however, will fall within the scope of the post at the appropriate grade as requested by the line manager

September 2014

KCA Receptionist and Administrator

PERSON SPECIFICATION

Qualities / Essential / Assessment Criteria
Education / Qualifications
1 / A qualification relevant to Administration / Application form, qualifications evidence, references
Experience
2 / Proven ability and experience of office administration working in busy environments. / Application form, assessment centre, written test
3 / Experience of minute tasking and servicing meetings. / Application form,
assessment centre, written test
Skills
4 / An ability to communicate effectively, both verbally and in writing, with a range of people at all levels. / Application form,
assessment centre, written test
5 / Ability to develop and maintain positive and effective working relationships with external customers, parents, children and colleagues. / Application form,
assessment centre, references
6 / Excellent administration/organisational skills which help to maintain effective office systems with the ability to work on a number of projects or activities simultaneously resolving conflicting priorities to meet tight deadlines. / Application form,
assessment centre
7 / An ability to develop new and improve current electronic and paper based systems.. / Application form, assessment centre
8 / Ability to work effectively on your own initiative in sometimes very busy periods and work as part of a team / Application form, assessment centre
Knowledge
9 / .Excellent word processing, spreadsheet and database skills. Understanding of the requirements of date protection and sensitivity in working with confidential information / Application form,
assessment centre
10 / An understanding of how to achieve high customer care standards in all areas of work. / Application form,
assessment centre
11 / Knowledge and understanding of Health & Safety issues and an ability to be the Health and Safety Manager and undertake risk assessment and health and safety work within the service. / Application form,
assessment centre, written test
Motivation and Disposition
12 / Commitment to and understanding of equal opportunities, diversity and social inclusion and how to apply together with a flexible, positive, supportive can-do approach and to be responsive in a crisis. / Application form, assessment centre

September 2014

.