Demonstrate Through Quality Monitoring and Service User Feedback That Service Users Are

Central Office – Office Support Receptionist

Job Purpose
Contributing to the development of Changing Lives to become an outstanding organisation which integrates socially excluded people back into society and improves their lives.
Job Role
To provide support to Central Office staff, ensuring that all administrative tasks and office operations are achieved to professional standards.
Job Accountabilities
Ensuring Changing Lives reception and phones are covered at all times.
Promptly answering incoming telephone and e-mail communications, screening and forwarding communications, ensuring messages are passed on to relevant colleagues.
Providing an appropriate welcome for any visitors to Central Office, ensuring that the visitors record is adhered to.
Promptly sort and distribute post for Central Office staff and forward any post to the projects as required. Ensuring outgoing post is correctly franked and any post requiring special delivery is appropriately issued.
Providing general administrative support such as, typing, filing, scanning, photocopying and minute taking, following administrative guidelines.
Maintaining photo records of all staff and issue of staff and volunteer badges.
Ensuring contact lists for all internal projects are kept up to date and are circulated regularly.
Maintaining correct levels of stationary and office supplies, identifying improvements or potential savings, ordering stock when necessary.
Arranging requested travel and accommodation for staff, following correct guidelines.
Ensuring the kitchen areas/meeting rooms/copying areas are appropriately tidy and the necessary supplies are regularly replenished.
To carry out housekeeping inductions for any new staff, volunteers or work placements within central office.
To carry out regular housekeeping checks to ensure standards are being maintained and any issues are reported to the relevant person.
To carry out any other reasonable requests.

Person Specification –Office Support Receptionist

Criteria /

Essential

Requirements necessary for safe and effective performance in the job /

Desirable

Where available, elements that contribute to improved / immediate performance in the job
Qualifications /

GCSE grade C or above in Mathematic and English or equivalent qualification
NVQ level 2 in Business Administration or equivalent qualification
CLAIT IT certificate or equivalent qualification

NVQ level 3 in Business Administration or equivalent qualification [if not currently held, training will be provided]

Experience /

Experience of working in a busy office environment
Ability to work in an environment that requires confidentiality
Ability to work in an environment that is health and safety conscience
Ability to work to set administrative guidelines
Capable of working effectively as part of a team

Skills, Knowledge and Abilities /

Experience in use of Microsoft Office packages
Excellent telephone manner
Excellent communication skills
Experience of delivering good customer service
Good organisational skills
Experience of minute taking

Personal Attributes /

Commitment to the values of Changing Lives
Commitment to equality and diversity
Commitment to detail, ensuring all work is accurate, concise and understandable
Willing to work in cooperation
Willing to work flexibly

Full driving licence

Central Office – Office SupportReceptionist v106 December 2018