Title:Reception and Facilities Officer

Accountable To:HR & Office Manager

Department:Finance & Resources

Salary:£16,000 - £18,000 per annum depending on experience

Hours: 35 per week, some out of office hour’s work will be required

Holiday:25 days per year plus statutory holidays

Location:South West London

Contract:Permanent

About Missing People

We offer a lifeline to the 250,000 people who runaway and go missing each year. For those left behind, we search and provide specialised support to ease the heartache and confusion.

We are caring, highly skilled staff and volunteers working around the clock alongside our partners across the UK.

Missing People is an independent charity that exists on donations. Sadly one in four desperate calls for help cannot currently be answered. Our supporters, staff and volunteers have a crucial role is enabling us to be able to provide a lifeline to every single caller.

Location

We are based in leafy Mortlake – only 12 mins from Clapham Junction and 23 mins from Waterloo. And we’re on top of a Waitrose so we’re never short of biscuits!

Finance and Resources

The Finance and Resources department at Missing People plays a crucial role in supporting the performance of the charity. With a wide remit across finance, business systems, database and IT support, HR, office culture, facilities and administration, this department ensures our services are delivered in the most efficient and cost effective way possible.

Duties and Responsibilities

General Office:

  • Welcome and assist all guests arriving at our office, offering refreshments and informing staff member that their guest has arrived and help set up meetings room for certain meetings
  • Answer the phone and deal with any subsequent enquiries
  • Manage all office contracts, undertaking regular cost comparison reports with new or alternative products/suppliers for Finance to make final decision
  • To ensure the office and stationery room has necessary and appropriate equipment and resources by ordering appropriate materials when necessary, liaising with IT and office suppliers as appropriate
  • Process incoming and outgoing post
  • Ensure the office is kept orderly and tidy
  • Responsible for VIP lunch meetings (organising menu in advance, being aware of special dietary requirements, and preparing room in advance of arrival)
  • Check HR, Info, Volunteer, Intern & Student inboxes & deal with emails as necessary
  • Responsible for invoices and receipts for the office credit card
  • Supporting the HR & Office Manager when needed, as well as occasional work for the PA to the Chief Executive
  • Create weekly newsletter “The Buzz” sharing important updates and information as well as any exciting news and offers
  • Update the Phone lists, Organisation Chart and Floor Plan when the need arises
  • To maintain, and where necessary set up, administrative systems to enable the office to function effectively
  • Change back-up tapes daily and take them to the bank on a weekly basis
  • Maintaining the Petty Cash, liaising with the Finance team
  • Birthday list kept updated and cards organised
  • Helping with occasional mail-outs and ad-hoc projects from other teams
  • Other administrative duties and projects when required
  • Out of office on call contact for all emergencies

Facilities:

  • Responsible for all in-house maintenanceand facilities as well as point of contact for in-house repairs
  • Research quotes for work needing to be carried out before going ahead and keep cost analysis spreadsheet updated
  • Liaise with all workmen/handymen to make sure all work is carried out to a high standard
  • Assisting with internal office moves
  • First point of call for cleaners, liaise and deal with all cleaner issues

Volunteers/Interns:

  • Administration of both Services, Non-Services Volunteers & Interns
  • Assist with the recruitment of Volunteers & Interns – liaising with all applicants, organising interviews and assisting with the office induction of new volunteers/interns
  • Updating iCarol and all relevant excel spreadsheets with new volunteers/interns information
  • Processing all CRB forms for all Volunteers/Interns
  • Supporting the PA to the Chief Executive as well as the Services Volunteers Leader when required
  • Assist Lead on Volunteers with organising/setting up internal & external volunteer events
  • Attend external training sessions as required
  • Attend monthly meetings with Services Volunteer Leader and PA to the Chief Executive to discuss volunteer/intern updates
  • Provide monthly volunteer/intern stats for the HR Manager

HR support:

  • Assisting with the recruitment of staff – liaising with all applicants, organising interviews and occasionally assisting with the office and H&S induction of new staff on behalf of the HR & Office Manager
  • Processing all CRB forms for all Staff
  • Supporting the HR & Office Manager when needed

Person Specification

Essential / Qualifications / GCSE English or Equivalent
Skills / Organised and able to prioritise a busy workload
Good level of literacy and numeracy
Able to consolidate and summarise information and data
Good working knowledge of Microsoft Office, especially Outlook, Word and Excel
Personal Attributes / Remains calm under pressure
Pays attention to detail
Confident with cheerful manner
Desirable / Qualifications / Health and Safety qualification
First Aid qualification
Skills / Excellent Communication skills – diplomatic, discreet, tactful, patient and polite
Excellent Interpersonal skills – able to build strong relationships at all levels
Ability to work with minimum supervision, proactive and prepared to use initiative
Good secretarial/assistant skills – ability to manage diaries
Ability to work as part of a team – flexible and adaptable
Experience of working in an charity
Excellent customer service skills
Personal Attributes / Willingness to learn and develop
Conscientious
Can do attitude
An interest in the voluntary sector