Football Unites, Racism Divides
JOB DESCRIPTION
POST TITLE / Part-time Receptionist/Administrative Assistant (U-Mix Centre)
18.5 hours per week (2 posts)
SALARYRANGE /
£15039 - £16830 (pro-rata)
RESPONSIBLE TO / Facility Development Manager
PURPOSE OF JOB / To provide a quality customer focused reception service, telephone and customer focused receptionist service to support the efficient operation of the U-Mix facility
To provide confidential administrative support,deal with customer enquiries and queries, take bookings, undertake typing/word processing to required standards of accuracy and timescales.
To assist in the administration of agreed financial systems
Provide basic diary support and arrange meetings. Provide visitor reception service and hospitality arrangements for meetings as necessary.
Some evening and weekend work will be required
JOB DESCRIPTION FOR POST OF:- Facility Receptionist/Administrative Assistant
SPECIFIC DUTIES AND RESPONSIBILITIES

MAIN RESPONSIBILITIES

  • To provide a reception, booking and information service to personal and telephone callers.
  • To organise the reception area, ensuring that information is available to callers.
  • To provide administrative support to the Facility Development Manager and Programme Development Assistants ensuring the efficient and effective use of the facility and all resources.
  • To operate and assist in the development of administrative and IT systems, providing a text processing, and data inputting service and the administration of financial records.
  • To maintain the booking system, that will include the synthetic sports pitch and all the rooms within the U-MIX facility
  • To undertake general office duties including mail, filing, photocopying and collating.
  • To undertake training and continuous personal development identified as relevant to the post.
  • To ensure confidentiality of all information
  • To undertake any other duties as appropriate to the grade and purpose of the post as may be required after negotiations between management, the postholder and appropriate Trade Unions.

RELATIONSHIPS

  • To work collaboratively as part of the Facility team and to contribute to team meetings and development.
  • To take responsibility for providing support to ensure meetings and events run smoothly.
  • To work collaboratively and contribute to the maintenance and enhancement of effective working relationships with colleagues involved by Football Unites Racism Divides

DECISION-MAKING

  • To maintain and order office suppliers and materials to support day to day operation of the Facility.

KNOWLEDGEAND SKILLS

  • ICT, administrative and communication skills

FINANCE

  • To assist in the operation of financial procedures in accordance with facility procedures by maintaining information systems and other associated clerical tasks.

WORKING CONDITIONS

Flexible Working

  • Work flexibly as required to ensure that levels of services provision are achieved within agreed frameworks for flexible working, including evening and weekend work.Some evening and weekend work will be required

Working Conditions

  • Whilst operating through an identified facility base, on occasions may be required to attend events and meetings at other sites.

Physical Effort

  • Minimal physical effort required, although there will be a demand to transport equipment.

Physical Dexterity

  • Normal requirements for precision and speed associated with office based duties.

Health and Safety

  • Primarily office based.

Emotional Context

  • The role may involve dealing with vulnerable service users who require physical, due to disability and emotional support that could include complaints regarding procedures and performance and other factors that impact upon the facility performance.

GENERAL

  • The post holder must, at all times carry out their duties and responsibilities in accordance with U-Mix policies and procedures, in particular those relating to Equal Opportunities, Health and Safety, and the Environment
  • To undertake any other duties and responsibilities appropriate to the grade and purpose of the job as may be determined between the post holder, management and the appropriate trade union
  • It is the responsibility of all staff to be vigilant and to immediately report to any child protection concerns, suspicions or allegations they have or are made aware of, no matter how small or trivial they may appear to be
  • Any child protection concerns, suspicions or allegations staff may have or are made aware of, no matter how small or trivial they may appear to be should be escalated to either the FURD Coordinator, Facility Development Manager or Programme Development Assistant, immediately
  • To maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities.
  • To work with computer and other new technology and associated systems as required.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS
QUALIFICATION / Level 3 qualification in Business Administration or equivalent
KNOWLEDGE / The responsibilities expected of a receptionist/admin assistant, eg:
- Telephone and reception work.
- Servicing meetings
- Working with confidential information
EXPERIENCE / Efficient and effective use of administrative, information and IT systems.
Telephone and reception work
Organising self to achieve team and service objectives
SKILLS / Servicing meetings.
Communication skills both oral and written
Maintenance of administrative, financial and ICT systems
Message taking and informing others
Operating financial systems
PERSONAL QUALITIES / Working with confidential information.
Dealing sensitively and appropriately with Facility users and other partners
WORK RELATED CIRCUMSTANCES / Contributing to providing a healthy and safe working environment.
Working under own initiative and as part of a team.
Ensuring the efficient and effective use of resources