Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:
October 2012
Dear Applicant,
Receptionist/Office Administrator–Core Hub, London
Thank you for your interest in the above post. Please find enclosed:
- Terms and Conditions of the post
- The job description and person specification for the post
- Personal Details Form for Applicants
- Equal Opportunities form
Please send yourCV and Supporting Statement(of no more than 500 words) clearly showing how you meet each selection criterion in the person specificationand stating which specific role you are applying for marked for my attention no later than 9am on 5th November 2012. Please note interviews have been provisionally scheduled for 14th November 2012.
You do not need to provide your date of birth on your CV or the years you went to school or any other training establishment.
Please return your application by email only to in Microsoft Word format.
Please ensure that you have also completed and sent to us Personal Details and Equal Opportunities Forms. You can do so by returning this entire Job Pack with two forms completed electronically, you will find them at the end of this document.
If you are a current member of staff or our volunteer please note that you are required to notify your line manager and obtain a letter of recommendation supporting you in applying for this post. Please submit the letter together with your application and not separately.(applications without a letter of recommendation will not be considered as full).
Thank you for your interest in Place2Be and we look forward to receiving your completed application.
With best wishes,
Sarah Auger
Interim Recruitment Officer
Receptionist / Office AdministratorCore Hub
Terms and Conditions
Below is a general outline of the Terms and Conditions for this post. Full terms and conditions will be included with our offer of employment.
Type of Appointment
Permanent, full time.
Location
Place2Be’s Core Hub, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Probationary Period
6 months’ probationary period with a formal appraisal in the sixth month
Salary
£19,000 per annum
Hours of Work
Full time – 36 hours (5 days) per week worked between 8.30am and 5.30pm.
Annual Leave
25 days per annum plus bank/public holidays’ entitlement.
Please note that employees with more than 3 years of service are eligible to 27 days of annual leave pro rata and those with over 5 years of service are eligible to 30 days of annual leave pro rata.
Pension
Employees are eligible to join The Place2Be pension scheme after three full months of service. The Place2Be contributes 3% of your salary into the scheme; employees may contribute as from 3% of their salary per financial year. A free session is available with our financial advisers to help plan your pension needs.
Childcare Vouchers
We run an approved childcare voucher scheme which offers income tax and National Insurance contribution savings when paying for child care.
Cycle/Season Ticket Loans
We offer interest-free loans for buying a season ticket or a bicycle to assist our staff with reducing the cost of travelling to work.
Eye Care Vouchers
We provide eye care vouchers entitling you to a free annual eye test. This scheme fulfils our legal obligations under the Health and Safety at Work Act for staff using Display Screen Equipment. If staff require glasses because of their use of a DSE then an additional voucher pays for a basic pair of glasses.
Training and Development
The Place2Be offers a central development programme for all staff and provide a range of training opportunities as part of employee’s individual personal development plan.
Asylum and Immigration Act 1996 – section 8
Under the Asylum and Immigration Act 1996 you will be required to prove your eligibility to work within the UK. Further details will be provided to shortlisted candidates.
Criminal Records Bureau (CRB)/ Disclosure Scotland
An offer of employment for this post will be subject to a satisfactory Enhanced Disclosure clearance from the Criminal Records Bureau/Disclosure Scotland.
References
References will be taken up from your two most recent employers. Any offer for this role is conditional on both references being satisfactory.
Job DescriptionJob Title:Receptionist/Office Administrator
Location:Core Hub Office, 13/14 Angel Gate, 326 City Road, London, EC1V 2PT
Hours:36 hours per week
Introduction
Place2Be is the leading UK provider of school-based counselling services, working in over 170 schools, and reaching 64,000 children, their parents and carers. Whether they are facing bereavement, family breakdown, domestic violence, trauma, or bullying, Place2Be helps children to grow up with prospects rather than problems. The Receptionist/Office Administrator remit is:
- Ensuring a welcoming first point of contact for staff, visitors, funders, volunteers and contractors who come into the Core Hub office
- Working along side another Receptionist/Office Administrator to assist in maintaining the effective operation of the administrative support structure.
Accountability
Responsible toOffice Manager and PA to Chief Operating Officer
The post holder will work on a daily basis with all staff based at Core Hub and Fieldstaff.
1.0Main duties and responsibilities
Reception
1.1To be the first point of contact for enquiries and to meet and greet visitors.
1.2To ensure reception is a professional, welcoming and attractive area.
1.3To ensure that the main telephone line is answered in a timely manner and calls/messages directed appropriately.
1.4To monitor the enquiries and reception inboxes and action emails.
1.5 To ensure all confidential materials are stored appropriately.
Office Administration
1.6 To act as a source of administrative support for teams in Core Hub and field staff.
1.7 To book meeting rooms and maintain the rooms as suitable meeting areas.
1.8 To arrange the hospitality for meetings.
1.9 To book travel and accommodation.
1.10 To maintain and order suppliesfor the office.
1.11 To ensure office equipment is maintained and in good working order.
1.12 To open and distribute post, ensure that outgoing mail is despatched and book couriers.
1.13 To be pro-active in contributing to the overall office environment, ensuring that all areas arekept safe and tidy in line with health and safety requirements.
1.14 To assist with preparation and distribution of marketing materials
2.0General
To undertake all areas of responsibility within the timescales agreed and in line with Place2Be’s quality requirements, values and equal opportunities policy with particular reference to confidentiality.
FLEXIBILTY
The job description is a general outline of the duties and responsibilities and the post holder may be required to undertake other duties as may reasonably be required.
Job Application Pack for Receptionist / Office Administrator October 2012 Page 1 of 10
Making a lifetime of difference to children in schoolsPlace2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:
Person Specification
Receptionist and Office Administrator
The person specification outlines the main criteria for the post and shortlisting will based on the following criteria. Please ensure that your supporting statement clearly shows how you meet the criteria using experience gained either in paid or voluntary work.
Criteria / Essential / Desirable / Application (A)Interview (I)
Exceptional interpersonal skills -ability to communicate confidently with a wide range of people and build and maintain relationships. / / A & I
Excellent telephone manner – able to maintain a friendly but professional manner in all circumstances and represent P2B as first point of contact / / I
Excellent written and spoken English – produces work of a high standard with attention to detail / / A & I
Ability to prioritise, plan and organise workload; demonstrate a structured and well organised approach to work following office procedures / / A & I
Adept and capable with a ‘can-do’ demeanour and a reliable, enthusiastic approach to tasks: A pro-active self-starter, who can work in a self-directed capacity and be a flexible team player.’ / / A & I
Good working knowledge of Word, Excel, Outlook software / / A & I
Experience of administration in a busy office environment / / A
Proven record of providing a first class customer service experience / / A & I
An understanding of the UK school sector / / A & I
An understanding of the need for maintaining confidentiality at all times / / A & I
Willing and able to implement Place2Be’s equal opportunities policy and a personal commitment to equality of opportunity / / I
Job Application Pack for Receptionist / Office Administrator October 2012 Page 1 of 10
Making a lifetime of difference to children in schoolsPlace2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT
Tel: 020 7923 5500 Email:
Personal Details Form for Applicants
Please complete ALL sections of the form even if some information is included in your CV.The Place2Be is committed to Equal Opportunities within its employment practices. The enclosed Equal Opportunities Form will be removed before shortlisting and will remain confidential to the Human Resources. If you are successful in your application we will keep this form on your personal file. All other applications are kept securely for 6 months and then destroyed.
Post applied for / Office Administrator / Hub/ Area / Core HubClosing date / 9am, Monday 5th November 2012 / Where did you find out about this vacancy?
Please give reference number if known / BACP BAAT BADT BAPT Guardian Other
Please give details:
The Place2Be
Have you previously applied for any jobs within The Place2Be? / YesNo / If yes please give details:
Post / Hub/ Area / When
Have you ever worked or volunteered For the Place2Be? / Yes
No / If yes please give details:
Post / Hub/ Area / When
Your contact details
Surname / NameAddress
Postcode
Home tel: / Mobile tel:
Work tel: / Email:
Professional Membership
Registration body / Registration number / Membership status / Are you accredited? / Expiry dateI declare that the information I have given is accurate and true and any false or misleading information given on this form may lead to my employment being withdrawn.
Signed Date
Ensuring Equality in Recruitment and Selection for Paid and Unpaid Positions
The Equal Opportunities Commission, Commission for Racial Equality and the Disability Rights Commission strongly recommend that monitoring is effectively carried out and The Place2Be fully supports this.
The Place2Be actively monitors the selection process to ensure that no one applying for a post within The Place2Be receives less favourable treatment on the grounds of sex, marital status, gender, disability, race, ethnic or national origins, age, sexual orientation or religious or political opinion. Equality of opportunity, fairness, acceptance of differences and the rights of individuals, including the right to work in an atmosphere free from intimidation, are important values held by The Place2Be and we are committed to tackling them in all aspects of our work.
In order to enable us to regularly monitor and assess whether equality of opportunity is being achieved, please complete this form and return it with your application form.
Rehabilitation of Offenders Act 1974. As The Place2Be meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, applicants offered employment/placement will be subject to a criminal record check from the Criminal Records Bureau before appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions.
Completing the form is voluntary. However, completing the form will enable us to carry out the effectiveness of our monitoring policy. The information will be separated from your application as soon as it is received. It will not be passed onto anyone involved in shortlisting or appointment to this post.
Post Applied For
Are you?
Male Female
Are you?
<20 21-24 25-29 30-34 35-39 40-44
45-49 50-54 55-59 60+would prefer not to say
The Disability DiscriminationAct 1995 defines a disabled person as someone with a physical or mental illness impairment which has a substantial and longterm adverse effect on his or her ability to carry out normal, daytoday activities.
Do you consider yourself to have a disability which may affect your employment/placement?Yes No
If Yes, Please provide details
What adjustments would need to be made to assist you in carrying out the duties of this post, if appointed?
Would any adjustments need to be made to the interview process to assist you in your application? Yes No
If yes, please provide details:
What is your Ethnic Group?
Please choose one section from (a) to (e) and then put a cross or tick in the appropriate box to indicate your cultural background (as recommended by the Commission for Racial Equality).
(a) White(d) Black or Black British
BritishCaribbean
English African
Scottish Any other Black background,
Welshplease state
Irish
Any other White background,
please state
(b) Mixed(e) Chinese or Chinese British or other
White and Black Caribbeanethnic group
White and Black AfricanChinese
White and AsianAny other, please state
Any other Mixed background,
please state
(c) Asian or Asian British
Indian
Pakistani
Bangladeshi
Any other Asian background,
please state
Job Application Pack for Receptionist / Office Administrator October 2012 Page 1 of 10