Training Department Administrative Assistant/Receptionist

Job Description

Training Department Administrative Assistant/Receptionist

Reporting to:Office Manager

Job Purpose:To provide consistent, high quality reception service to all customers and suppliers visiting the company’s premises. To include, answering incoming telephone enquiries, face-to-face meeting/greeting, course registration, catering and hospitality and the preparation of meeting rooms and training facilities.

Working as part of the Admin Team to provide general administrative services and support for Acacia’s training products. This includes: supporting the delivery teams, handling bookings and training enquiries, updating the database and producing and collating presentation materials and hand-outs.

Key Skills:

•Excellent telephone manner and good customer service skills

•A good command of the English language (oral and written)

•Tidy and organised approach to work

•Flexible, friendly attitude

•Good time management

•Skilled in use of Microsoft Office Suite and databases (essential: PowerPoint, Word and Excel).

•Able to use initiative combined with team work

•Maintain a smart appearance suitable to ‘front of house’ and at all times in accordance with company guidelines

Main Duties

1.Answering the switchboard and dealing with incoming calls, providing a comprehensive telephone message service for colleagues, distributing calls and information in a timely manner.

2.Welcoming all internal and external customers to the site, providing comprehensive advice and information to current and prospective customers in a friendly, informed manner.

3.Handling course booking enquiries, updating the training database.

4.Producing and collating training materials and hand-outs and sending information out to customers / delegates

5.Ensuring that the reception area is always clean and tidy.

6.Liaising with Trainers, colleagues and customers to ensure all relevant personnel are kept up-to-date

7.Ensuring all staff and visitors sign in and out of the Centre for Health & Safety purposes.

8.Administering a room booking system for all meeting rooms for Acacia.

9.Ordering and providing catering and refreshments as required for meetings and training sessions.

10.Undertaking any other duties commensurate with this post.

Specific Duties

1.Preparing Training Centre facilities prior to the arrival of trainers, in good time for course commencement.

2.Ensuring that all candidates are registered on arrival at the Training Centre with a view to certification and proof of attendance, I.D. as well as for reasons of health & safety

3.Maintaining a weekly diary of Training Centre activities (in conjunction with other administration staff).

4.Awareness of the good order of facilities and maintenance issues at the Training Centre. Taking responsibility for routine premises and fire alarm checks. Reporting faults and concerns to the Office Manager.

5.Undertaking stock checks of resources.

6.Activating the intruder alarm on departure and disarming on arrival.

7.Maintaining, logging and securely storing laptops, projectors, computers and associated equipment. Using current systems, ensuring equipment (laptops/projectors, etc) remains in good working order and that faults are reported to the relevant sources for repairs.

Equal Opportunities

To promote and act, at all times, in accordance with the Company’s equal opportunities policy.

Safeguarding

Staff must have a working knowledge of “Every Child Matters” and the Prevent Agenda as well as the organisation’s (Acacia’s) own policy and procedures relating to safeguarding children and young people.

Confidentiality

Your attention is drawn to the confidential nature of this post. Disclosures of confidential information or disclosures of any data of a personal nature can result in prosecution for an offence under the Data Protection Act 1984 or an action for civil damages under the same Act in addition to any disciplinary action which might include dismissal.

Health and Safety

It is the duty of every employee, under the provisions contained in the Health & Safety at Work Act 1974, to adhere to the employer’s Health and Safety polices and to ensure that they:

1. Take reasonable care of themselves and for others at work.
2. Co-operate with the company, as far as necessary, to enable them carry out their legal duty.
3. Do not to intentionally or recklessly interfere with anything provided (including personal protective equipment) for health and safety reasons or welfare at work.
4. Report any accident or untoward incident, to take appropriate remedial action as appropriate and to report fully to the Regional Quality and Compliance Manager.

A copy of the current Health and Safety Manual is available on the Intranet.

Please Note

This job profile is not an exhaustive list of duties, but is intended to give a general indication of the range of work undertaken and will vary in detail in the light of changing demands and priorities within Acacia Training and Development Ltd. Substantial changes in the range of work undertaken will be carried out in consultation with the post-holder.

Person Specification

Training Department Administrative Assistant/Receptionist

Admin Assistant / Receptionist 2018