CHILDREN with CANCER UK

JOB DESCRIPTION

Job title:Receptionist /Office Administrator

Reports to:Head of Operations

Salary:£21,000 pa

Contract:Permanent

Main areas of responsibility:

  1. Reception and switchboard

1.1.As the first point of contact with the charity, as receptionist be responsible for presenting the ‘professionalface’ of the charity to visitors and telephone callers.

1.2.Manage the switchboard - answer calls promptly and in a friendly manner, transfer to the relevant colleague or take and pass on messages as necessary.

1.3.Meet and greet visitors on arrival. Make sure the person they are visiting knows they have arrived and show to relevant meeting room providing refreshments if required orprovide something to drink if they have to wait in reception.

1.4.Ensure that all visitors sign in and sign out of the buildingProvide information to ad hoc visitors – this may include information about the charity and/or childhood cancer. In the event that the visitor/caller wants to talk to someone about a child recently diagnosed with cancer make arrangements for a colleague to speak to them.

1.5.First thing each morning note down all the messages left on the answerphone overnight and pass them on to the relevant colleague(s) within 30 minutes of arriving in the morning.

1.6.Each morning read all emails received by the office’s general email accounts. Respond to them where possible and pass on promptly to the appropriate colleague(s) as necessary and continue to monitor emails throughout the day.

1.7.Ensure that the fax machine is working at all times and that all incoming faxes are promptly distributed to the appropriate colleague(s).

1.8.Deal with all special delivery and recorded mail delivered to the office, log deliveries and maintain the special delivery book.

1.9.Check deliveries such as stationery or supplies to be used at charitable events as required.

1.10.Make all necessary arrangements for Royal Mail and courier collections.

1.11.Collate all outgoing mail using PPI and ensure all teams are using the most cost effective method

1.12.As the main point of contact with the Royal Mail in respect of our outgoing mail keep up to date with any changes to prices and arrange meetings as necessary with our Royal Account Manager to ensure we are using the most cost effective methods

1.13.Coordinate stock retrieval and office deliveries to and from storage – keeping records up to date and ensuring all colleagues are kept up to date with any changes.

  1. Office Administration

2.1.Co-ordinate material stock

2.2.Manage the meeting room diaries and ensure that crockery and bottled water is available for all meetings involving visitors from outside the charity (including trustees). Tea, coffee and biscuits provided and when necessary order sandwich and fruit lunch for all day meetings.

2.3.Check meeting room every morning and prior to meetings with external clients

  1. Supplies

3.1.Ensure the franking machine has the appropriate amount of credit at all times supplies of inks and labels.

3.2.Maintain adequate, stocks of stationery and consumablessourcing from good value suppliers. Check all supplies weekly; make sure colleagues notify you of any special requirements.

3.3.Ensure the kitchens are supplied with clean cups and glasses,tea, coffee, milk, sugar, clean teatowels and handtowels.

3.4.Check invoices on receipt, authorise and pass to Finance for payment.

  1. Cleaning and maintenance

4.1.Supervise the office cleaners, ensure they are doing the required number of hours each week and cleaning to the required standard.

4.2.Ensure that minor maintenance tasks (e.g. changinglight bulbs) are carried out promptly.

4.3.Organise the prompt recycling of large-scale disposals and the smooth running of weekly waste removal arrangements.

4.4.Maintain records of service and maintenance providers and calendar of dates for annual inspection of appliances (e.g. Fire Extinguishers, boiler, burgular alarm, air-conditioning etc

  1. Volunteers

5.1.From time to time the Charity will need to make use of volunteers in order that specific peak loads or project targets and timelines can be achieved.

5.2.Respond to all enquiries regarding volunteering promptly and request completion of volunteer application form

5.3.Conduct short interview to determine applicants suitability for volunteer role in the charity

5.4.Maintain and keep up to date records of volunteers, their skill set, availability and contact details

5.5.Ensure all new volunteers sign volunteers agreement and receive a Health and Safety induction

5.6.Co-ordinate requests from various teams for volunteers

5.7.Keep weekly records of when volunteers have been in the office

5.8.Check volunteer expense claims before submitting to Finance

  1. Health and Safety

6.1.Ensure the office entrances are clear of clutter and presentable to visitors at all times.relevant colleague(s) and ensure that they clear up quickly.

6.2.Ensure the floor, staircases and fire exits are kept clear of obstructions and clutter at all times. As soon as items begin to clutter speak to relevant colleague(s) and ensure that they clear up quickly.

6.3.Notify relevant colleagues when deliveries arrive for them ensuring that they deal with them promptly

6.4.Alert Head of Operations of any Health and Safety issues associated with this job description.

  1. Administrative support

7.1.Data entry into Excel as required.

7.2.Provide administrative support to colleagues as required which includes coordinating meetings and the relevant paperwork.

7.3.Any other reasonable duties as required.

Person Specification

Essential / Desirable
Skills, Abilities and experience /
  • Professional and friendly telephone manner.
  • Good written and verbal communications skills.
  • Able to multi task a varied workload without close supervision.
  • Ability to work quickly, accurately, efficiently and methodically with attention to detail.
  • Development and maintenance of Good administrationsystems.
  • Excellent organisational ability including time management and forward planning.
  • Proactive and assertive.
  • Able to develop and maintain excellent working relationships with colleagues at all levels.
  • Experience of supervising contractors.
  • Good communication and interpersonal skills to work with all members of staff.
  • Good negotiation and influencing skills.
  • Working with senior managers
/
  • Working within the voluntary sector.
  • Experience of working within a finance function.
  • Experience of operating a switchboard.
  • Experience of Office Management, to include Health and Safety, stock control, purchasing goods and maintenance of contracts with suppliers
  • Experience of working with figures or finance activities.

Qualifications / GCSE or equivalent in English and Maths. /
  • Health and Safety.
  • First Aid.

Knowledge /
  • Good working knowledge of Microsoft Word, Excel and Outlook.

Personal qualities and disposition /
  • Adaptable and flexible.
  • Service and Goal oriented.
  • Attentive to detail.
  • Self motivated.
  • Excellent track record in attendance. and timekeeping.
  • Responsible patient and trustworthy.
  • Good people skills.