JOB DESCRIPTION

RECEPTIONIST

Responsible to: Office Manager

Purpose of the Job:

To provide a comprehensive reception, administrative and clerical support service to all areas of Muslim Aid business. Your prime tasks will be to provide a highly friendly and an efficient front-of-house service, meet and greet visitors, manage incoming calls and resolve enquiries.

Main responsibilities:

  1. To perform reception duties in an efficient, courteous and professional manner, providing a professional “front-of-house” response to all telephone, e-mail and in-person enquiries from members and the general public.
  1. To establish and maintain good working relations with staff and with the general public.
  1. To take messages carefully, and pass on messages to relevant individuals in a timely manner.
  1. To make the initial general acknowledgement response to Muslim Aid website enquiries, and forward enquiries to relevant departments for more detailed and specific responses.
  1. To ensure that email lists and other electronic communication systems are up-to-date and meet staff needs.
  1. To effectively operate basic office equipment linked to the reception work such as telephone exchange, computer and photocopier.
  1. To ensure that all office equipment is maintained in good working order, and that all maintenance agreements are renewed as required.
  1. To order and maintain all necessary office supplies, liaising with suppliers of office material and equipment.
  1. To organise and monitor external services - cleaning, recycling, waste disposal, window cleaning, photocopier and alarm system maintenance.
  1. To arrange regular testing for telephone, electrical equipment and safety devices.
  1. To undertake any other duties commensurate with the accountabilities of the post.

MUSLIM AID

PERSON SPECIFICATION

RECEPTIONIST

Qualifications

a)NVQ Level 2 equivalent or above

Experience

b)Track record in administration of contracts;

Skills

c)High levels of numeracy and literacy

d)Good report writing skills;

e)Good interpersonal skills with an approachable personality;

f)IT literate with knowledge of Microsoft Office applications and the ability to learn and use the company software.

g)Skills in maintaining spreadsheets and databases

h)Good interpersonal and communication skills

Knowledge

i)Knowledge of relevant health and safety legislation;

j)Knowledge of and commitment to best practice in equalities and diversity;

Ability

k)Ability to retrieve information from relevant sources through research

l)Ability to work under pressure to agreed deadlines and adapt to change.

m)Ability to operate flexibly as a team member

n)Ability to engage with people from diverse faith, cultural and educational backgrounds.

Commitment

o)Commitment to equality of opportunity and diversity

p)Commitment to Muslim Aid’s mission, visions and values

q)Commitment to Muslim Aid’s ethos

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