Administrator with Reception Duties

 Essential

• Relevant Business Administration      qualification or equivalent or 3 years’ experience of community administration      work
• GCSE English (A-C)
• Minimum of 3 years’ experience of      a busy office environment
• Experience of reception duties      and telephone switchboard system
• High level of computer literacy      and working knowledge of computer programmes
• Good organisational and      interpersonal skills
• Ability to work on own initiative,      to be flexible and work to meet deadlines

 Desirable

• Knowledge of community work
• Excellent written and verbal      communication skills
• To participate in other events      run in the centre

To undertake responsibility for the efficient and effective organisation of the Centre’s Reception and front office by:

Carrying out reception duties and dealing with telephone enquiries as appropriate.

To greet all users and visitors to the centre to ensure a professional yet welcoming environment.

To be responsible for all opening up and locking up procedures. 

To ensure the reception and      surrounding areas are kept clean and tidy.

Ensure messages are accurately recorded and disseminated to the appropriate persons. 

To manage room booking system and ensure that bookings are accurate and up-to-date.

To continually maintain and update company website with news and upcoming activities/events. 

To maintain and update company social media sites on a daily basis to ensure high standards of information are available to our users. 

Respond to demand for word processing, photocopying and admin assistance from all projects/staff members.

Ensure incoming mail is sorted and outgoing post is franked and despatched daily. 

Assist Centre Manager and projects with general office work, minutes and arranging hospitality for meetings. 

Fulfil administrative requirements for seminars/events. 

Oversee the maintenance and procurement of stock of office supplies/stationery and equipment.

Undertake the recording, typing and dissemination of minutes as required by Centre Manager. 

Fulfil administrative requirements involved in the recruitment of staff. 

To assist SWC Chairperson in the design, printing and dissemination of a monthly newsletter. 

Ensure administrative records are kept accurate and up-to-date. 

Be responsible for small cash handling activities e.g tuck shop/book club. 

Attend meetings and staff training as required. 

To maintain high levels of discretion and confidentiality at all times. 

The post holder will be required to keep confidential any information which could be damaging to the individuals’ working/visiting the centre.  Such information must not be passed on unless you deem it in the interests of the individual or the Centre and then only to the Centre Manager.