ROLE PROFILE

Job Title : Receptionist / Team : / Facilities
Pay band:Band 2, £18,837 - £22,512pro-rata for part – time
- Matching pension contribution of 3% to 7.5% of salary after 3 months’ service
- Hours 9am-1pm (Mon-Fri)
- 25 days holiday per annum pro-rata / Managed by:
Supervised by:
Responsible for:
(Give titles and numbers of direct and ultimate reporting jobs) / General Services Manager.
Agreed By: Alan Larsen, Director of Resources
Date: August 2011
Core Purpose of Role: To work with the Receptionistand Facilities Teamsin providing a consistent, excellent and professional reception service for Ambitious about Autism. This includes answering the telephone, welcoming and directing visitors, acting as a central information point for staff, parents and visitors and carrying out a range of administration tasks to support the organisation and facilities team.
Principal Accountabilities & Dimensions
1.Receiving telephone calls
  • Providing an efficient reception service being the first point of contact for external and internal calls
  • Ensuring all calls are dealt with efficiently, appropriately transferring callers and conveying messages accurately
  • Maintaining a high standard of professionalism and confidentiality
2.Receiving visitors to Ambitious about Autism
  • Receiving visitors to Ambitious about Autism in a courteous, welcoming and helpful manner ensuring any health and safety and security procedures are complied with
  • Keeping the reception area welcoming, safe and well organised
  • Ensuring signing in/out procedures are adhered to
  • Booking cab and couriers as requested
  • Dealing efficiently and sensitively with all parent enquiries to the Front Office
3.Post
  • Opening all incoming mail and distributing to departmental pigeon holes
  • Logging all cheques received
  • Franking all outgoing mail and delivering to the post office, where necessary, and arranging any special postal services on a daily basis
  • Maintaining the franking machine ensuring credit is uploaded when required
  • Maintaining knowledge of current postal regulations and services frequently used by the organisation.
4.Supplies
  • To assist with the management of weekly stock checks for the following supplies:
  • Stationery
  • Staff welfare
  • Cleaning and hygiene supplies
  • Devising and placing orders in accordance with internal procedures
  • Processing orders as required
  • Maintaining records of orders
  • Receiving all deliveries and ensuring deliveries are checked against purchase orders and following through queries with suppliers
  • Being responsible for the organisation of all stock and maintenance of store rooms and cupboards
5.Administrative
  • Administering school lockers
  • Arranging meeting room bookings and set ups
  • Assisting with faxing, photocopying and other general office duties as required
  • Providing administrative support to the facilities department as required
  • Administrating taxi account and bookings
  • Assisting with general administrative tasks as required
6. Other duties
  • Ensure reception is staffed at all times throughout the day
  • Provide cover in the absence of the full-time receptionist when on annual leave, which will require a minimum of 25 full working days
  • Respect confidentiality in discussing any organisational matters
  • Maintain a thorough working knowledge of and adhere to organisation policies, regulations and procedures
  • Maintain confidentiality of organisation and personnel information
  • Perform routine office tasks necessary for the operation and presentation of a professional office as required
  • Assist in other duties as needed and directed

CANDIDATE SPECIFICATION

Role Title : Receptionist / Team : Facilities
Essential / Desirable
Education level & Qualifications : /
  • Educated to A-level standard or equivalent

Specific knowledge, experience and technical skills /
  • Reception experience
  • Experience of answering telephone and message-taking
  • Excellent telephone manner
  • Excellent organisational skills
  • Computer literate (MS Office)
  • Good written English
  • Experience of drafting and setting out own correspondence
  • Experience of working as part of a team
  • Commitment to Ambitious about Autism aims, objectives and values
  • A minimum of 1 years admin experience
Ambitious about Autism is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
Good appreciation of health and safety in the workplace, data protection principles and equal opportunities. /
  • Minute taking
  • Excel, intermediate

Personal Attributes /
  • Polite and helpful
  • Ability to work in a flexible and co-operative manner
  • Excellent communication and interpersonal skills
  • Compassionate and sympathetic
  • Ability to respond to high workloads and stressful situations in a calm and effective way
  • Excellent record of punctuality in previous employment
/
  • Experience of working in a school environment
  • Experience of working within a Charity Organisation