Role: Receptionist/Administrative Assistant

Reports to:Office Manager

Reports:None

Hours of work: full time or part time

Budgetary accountability:nil

Budgetary influence:nil

Job Purpose

To bea professional and efficient first point of contact for all visitors to at Abbey House and to undertake a range of administrative duties for the management team.

Accountabilities

To greet, welcome, signpost and assist visitors to Abbey House.
To ensure the Reception area is tidy, presentable and secure, and to ensure that access to offices, Hairdressing salon and training room is appropriately restricted with the allocation of keys to authorised personnel only and to maintain an accurate record of keys allocated.
To open, date stamp and sort incoming mail and to process all external mail, maintaining adequate levels of postage stamps and franking machine credit.

To perform switchboard duties including answering the telephone, recording accurate messages, forwarding callers promptly to relevant member of staff and responding positively to problems and queries.

To maintain and monitor efficient stationary stock control system, ensuring sufficient stocks of office stationary at all times, maintaining efficient and accurate recording system.

To provide assistance with photocopying tasks and to ensure maintenance of photocopier, reporting any faults promptly.

To provide a wide range of general administrative and clerical duties, as required, in support of Managers including managing diary appointments.

Under the direction of the Office Manager to handle petty cash and service users’ money keeping appropriate financial records.

To provide assistance to staff within the service for them to complete the appropriate paperwork for their role.

Other

Special demands. This should include any extraordinary conditions applicable to the job (for example, heavy lifting,

exposure to temperature extremes, prolonged standing, or travel, shifts). –

No special criteria

Key results area/measures for the role

The following areas are measured by a variety of methods such as feedback from Managers, use of

service, delivery of personal objectives by the individual via the performance management system

and results from Operations KPIs.

Communication is always professional, efficient, respectful and timely, reflecting an awareness of the external impact of your role and your work.

A helpful, healthy, supportive and pro-active attitude is promoted to internal and external customers at all times.

You can be relied upon to produce excellent work without constant supervision as you are a trusted resource and committed member of the team.

Top quality customer service is the norm.

The morale and wellbeing of your colleagues is promoted and actively supported

Person Specification

Essential / Desirable/Ideal
Qualifications / Educated to at least GCSE Level A-C or equivalent in Maths and English or ability to achieve the relevant standard in our numeracy and literacy assessment. / NVQ in Business Administration or equivalent
Skills / A commitment to customer service evidenced through working style
Effective time management and work prioritisation skills and the ability to work well under pressure
Ability to communicate effectively with staff, service users and a range of stakeholders
Able to build productive working relationships and partnerships
Ability to identify issues and develop a logical and clear approach to problem solving, with the ability to resolve conflict using own judgement
Ability to present clear, professional materials to suit different audiences, paying attention to detail
Ability to work on own initiative and as part of a team and be self-motivated.
Good IT skills with the ability to use Microsoft Office applications.
Experience / Previous experience in a customer service based role
Experience of office administration work. / Previous experience of working in a front of house role.
Other / Confidentiality.
Willingness to be flexible, adaptable and responsive to change.