Contract:12 Months Fixed Term

Job Description

Post:Receptionist

Contract:12 months fixed term

Salary:£22,870pa(NJC Scale point 20 Scale range 20 - 22) inc LW pluspension and other benefits

Hours:37.5 hours per week excluding breaksMonday to Fridays 8.30am – 4.30pm

Annual Leave:33 days per annum pro rata which includes bank holidays

Probation:6 months

Notice:4 weeks

Accountable to:Venue Manager

JOB PURPOSE

To provide a professional and welcoming reception service that contributes effectively to the positive image of The Passage. The Receptionist is responsible for the smooth-running of the reception service and the reception area. They will provide an efficient and helpful telephone service, meet and greet visitors and to offer general assistance to all who pass through the reception area. They will also be a point of reference for staff whereabouts and events taking place in the organisation.

MAIN TASKS

• To operate the telephone in a professional manner, conveying accurate written and verbal messages at all times and passing on to the relevant staff member as soon as possible via phone, email or in person.

• To answer the front door intercom and ascertain who the caller is and the nature of their visit.

• To greet a variety of visitors and welcome them to the centre ensuring they log in and out and issue passes to volunteers and visitors who may need them appropriately.

• To ensure that Passage literature is available on reception.

• To ensure all who enter the building through Main Reception sign in and out.

• To take reasonable care of the health and safety of oneself and others by ensuring that the reception is safe and secure and reporting any faults to Facilities.

• To sort and distribute incoming post and deliveries.

• Making sure that donated items or deliveries are picked up or moved off reception as soon as possible.

• To record client post and to ensure when indicated that client letters addressed C/O their key workers are given to the key worker and not directly to the client.

• To update and copy all Admin Reception forms, the internal telephone list, the signing 'in/out' sheet, the duty management rota, the on call rotas, Volunteers swipe card log and compliment slips etc.

• To ensure that the Reception area is kept tidy

• To produce delegate lists for Cathedral View guests

• To assist with Cathedral View booking enquiries, being able to advise on venue details and availability and to follow up enquiries with written correspondence.

• To contribute to the creation and delivery of Cathedral View marketing.

• Assist with any other administrative tasks that may be required by staff members.

GENERAL RESPONSIBILITIES

• In conjunction with your Line Manager to continuously develop the role to ensure that all tasks are being undertaken in an effective and appropriate manner which meets the strategic aims and objectives of The Passage.

• To participate in internal/external meetings as required, and attend training events, conferences and other functions as necessary.

• To participate in regular supervision and annual appraisal, and help in identifying your own job-related development and training needs.

• To ensure that all The Passage policies and procedures are being adhered to.

• To contribute to the effective implementation of The Passage’s Diversity and Equality Policy as it affects both The Passage and its work with vulnerable adults.

• To at all times undertake your role in a professional manner maintaining a high quality standard of work, and to always work in accordance with the aims, values and ethos of The Passage[1].

• Undertake any other duties that may be required which are commensurate with the role.

Note: The details contained in this Job Description summarise the main expectations of the role at the date it was prepared. It should be understood that the nature of individual roles will evolve and change as service, service users and funders needs change. Consequently The Passage will revise this Job Description as required in consultation with post holders.

Person Specification Receptionist

This person specification sets out the essential abilities and qualities which are used in the selection criteria for the post. When completing your supporting statement please address criteria E1 to E4 and K1 to K5 demonstrating your understanding and knowledge, and give evidence of your experience and abilities.

____

EXPERIENCE

E1Experience of Microsoft office, outlook and Explorer.

E2Experience of answering an office telephone, dealing with queries and taking accurate messages

E3Experience of working in a team and alone.

E4Previous experience of working in reception (Desirable)

KNOWLEDGE

K1A good understanding of office procedures and filing systems.

K2Knowledge of Equal Opportunities and a practical awareness of Health and Safety and the implication of both within the working environment.

K3Understanding of the need for confidentiality.

K4 Excellent Customer Services skills

K5Knowledge of and commitment to homelessness issues.

In addition to the above the following table indicates the standard expectations that all employees/workers are to work towards.

August 2017

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[1]Vincentian EthosAs a Vincentian organisation, The Passage strives to be inclusive; encompassing a diverse and rich culture from within our members, clients, volunteers and staff. This approach is reflected in our core Values and it is important that all staff have respect for this. (refer to fullVincentian Ethos Statement).