Glasgow Centre for Inclusive Living

Post:Receptionist

Grade:SJC General Grade 1 (spinal points 8 – 10)

Location:Offices of GCIL, 117-127 Brook Street, Bridgeton, Glasgow, G40 3AP

Accountable to:GCIL Board of Directors

Reporting to:Human Resources and Office Manager

Overall Objective:

As first point of contact for visitors and callers you will be required to carry out reception, switchboard and general administrative duties within GCIL, as required.

Main Tasks and Duties:

1.To be responsible for reception and switchboard duties.

2.Provide administrative support to GCIL staff.

3.To be responsible for the day-to-day administration of GCIL'straining and conference suite.

1.To be responsible for reception and switchboard duties.

1.1Acting as the first point of contact to visitors and callers directing them to the appropriate member of staff.

1.2Monitor and maintain adequate stocks of office stationery, computer and other relevant supplies.

1.3Book taxis for Board Members, Staff and Service Users as required maintain records of bookings.

1.4Be responsible for processing incoming and outgoing mail.

1.5Open and distribute all e-mails received in GCIL's general mailbox.

1.6In liaison with other staff, record, maintain and collate statistics for monitoring and evaluation purposes.

1.7Ensure that GCIL contacts are kept up to date.

2.Provide administrative support to GCIL staff.

2.1Provide administrative and general back-up support such asphotocopying, diary management, etc..

2.2Respond to general enquiries such as requests for Factsheets or information packs.

2.3Transfer information into accessible formats as required , eg Braille, large print, audio (training will be provided).

2.4In liaison with other staff assist with administering GCIL membership.

3.To be responsible for the day-to-day administration of GCIL's training and conference suite.

3.1Respond to requests for room bookings.

3.2Receive and process completed bookings forms, book rooms and arrange catering, equipment hire, etc as requested.

3.3Ensure that the room-booking diary is accurately and kept up-to-date.

3.4In liaison with other staff record room hire costs for internal and external bookings.

4.General

4.1To be directed, as necessary, by the Human Resources and Office Manager in relation to tasks, workloads and priorities.

4.2To ensure that services are provided in accordance with GCIL’s Confidentiality, Equal Opportunities, Health and Safety, Quality Assurance, and User Involvement Policies (and any other relevant policies as required).

4.3Undertake such other duties as may be required by the Human Resources and Office Manager, the Chief Executive or the Board of Directors.

GCIL’s staff are expected to work on their own initiative and to be able to plan and prioritise their own work.

GCIL’s staff operate as a team and, from time to time, at the discretion of the Board of Directors through the Chief Executive, it may be necessary for staff to assist each other in their roles. A collective approach to work is, therefore, essential although members of staff have their own specific areas of responsibility.

Glasgow Centre for Inclusive Living

Person Specification – Receptionist

Motivation and Outlook / Essential / Desirable / Method of Assessment
1. A commitment to providing administrative support to colleagues to high professional standards. /  / Application Form
Interview
Reference
2. Self-motivation and ability to manage workload on own initiative to achieve priorities and objectives to strict deadlines. /  / Application Form
Interview
Reference
3. A flexible attitude to roles and a commitment to working jointly as part of a team towards agreed objectives. /  / Interview
4. A commitment to the equality and empowerment of disabled people. /  / Application Form
Interview
Skills and Experience / Essential / Desirable / Method of Assessment
5. Excellent ICT skills including ability to use a range of software including Microsoft Word, Excel and Outlook effectively. /  / Application Form
Exercise
6. Excellent telephone manner. /  / Interview
Exercise
7.Experience of providing clerical support in a busy office environment. /  / Application Form
Interview
8. Good communication and interpersonal skills. /  / Application Form
Interview
9. Ability to record and prepare accurate minutes of meetings. /  / Application Form
Interview
Personal Qualities / Essential / Desirable / Method of Assessment
10. A commitment to accuracy and attention to detail. /  / Application Form
Exercise
11. Enthusiastic and positive attitude to customer care. /  / Interview
Reference
Qualifications / Essential / Desirable / Method of Assessment
12. Standard Grade English (or equivalent) /  / Application Form
13. Standard Grade Maths (or equivalent) /  / Application Form

1

Receptionist job description Nov 2014