THE ALBION TRUST

JOB DESCRIPTION

Post Title: Part-Time Receptionist/Administrator

Location: Norton Park, 57 Albion Road, Edinburgh

Job Purpose: To provide professional, friendly and efficient Reception services to Norton Park tenants, their clients and visitors.

To provide administrative support to the management and staff of the Albion Trust.

To take responsibility for general office duties when required.

Responsible For: Delivery of day to day Reception and Administrative services.

Accountability: Reports to the Development Managers’ PA

Supervision will be provided by the Development Managers’ PA

Main Tasks/key responsibilities:

Operational

Reception Duties

·  Answer the telephone (not a switchboard) in a professional and friendly manner, and deal with tenants and external organisations enquiries.

·  Sort and distribute the mail. Open and log Albion Trust Management mail and process and log outgoing mail.

·  Attend to the requirements of all visitors to Norton Park and follow individual tenant’s procedures for visitors.

·  Issue visitor and staff passes and maintain records.

·  Provide information on a monthly basis on chargeable missing passes.

·  Update Norton Park staff records on a regular basis and ensure security access systems are kept up to date.

·  Upkeep and supervision of the waiting/exhibition area.

·  Maintain the manual & internet room booking systems; assist tenants and external organisations with their requirements.

·  Provide an information point for visitors.

·  Maintain computer files in an appropriate manner.

·  Maintain accurate tenant lists

·  Maintain reception calendar

·  Maintain reception notice-board on a weekly basis

·  Maintain reception appearance

·  Ensure sufficient postage requirement on a weekly basis.

·  Undertake responsibility for securing building at shift end when required

·  Provide overtime/holiday/sickness and security cover as necessary and as dictated by the needs of the business. (This is an extremely important aspect of the post)

Administrative Duties

·  Maintain stationery and office equipment consumable stocks.

·  Maintain stock control records of cleaning materials/products

·  Prepare memos, letters, & reports, as required.

·  Prepare and distribute circulars, invoices and memos as required.

·  Maintain and update existing filing system and mailing lists

·  Market test all office stock items ensuring best value for money

·  Photocopy, collate and bind documents as required.

·  Provide administrative support and carry out all other ad-hoc tasks as reasonably requested by Albion Trust management.

Publications

·  Collate information and prepare the quarterly e-bulletin

Finance and Accounting

·  Maintain the charging system for room bookings on Excel, and provide accurate monthly information to the Finance Co-ordinator.

Promotion

·  Promote and market The Albion Trust at all times

·  Publicise and manage all aspects of tenant gatherings/coffee mornings.


PERSON SPECIFICATION

Essential / Desirable

Minimum of two years experience in reception or similar role

Ability to work quickly and accurately under pressure
Ability to deal with people who might be experiencing stress or difficulty
Ability to work on own initiative
High level of competency using Excel and Word (qualifications preferable)
Good interpersonal and communication skills
Good organisation skills and ability to prioritise workload
Flexible approach to work
Team oriented and self-motivated /

An interest in working in the Voluntary Sector

A formal qualification in reception services
Good general computing skills, including Publisher, Adobe, Access and Outlook
First Aid qualifications