Receptionist/Admin Officer

Job Title                     Administration Officer/Receptionist

Hours                         18 Hours (Mon & Tues)

Location                     Lighthouse, 187 Duncairn Gardens, Belfast

Salary                          £15,444 - £16,604 Pro Rata (NJC Scale 13 -20) Dependant on experience

Term                           6 months (Maternity Cover & Subject to funding)                                   

Responsible to         Office manager

Annual Leave            28 days per annum plus statutory days (pro-rata)

MAIN DUTIES

• To respond sensitively and appropriately to all enquiries relating to the work of Lighthouse
• Attend to visitors and clients on arrival.
• Deal with inquiries on the telephone and computer.
• Provide information on the organisation to callers.
• Take and relay messages to staff
• Greet persons entering the building
• Ensure that all persons sign the visitor register in and out of the building
• Ensure knowledge of staff movements in and out of organisation
• General administrative receptionist duties
• Receive and sort mail and deliveries
• Tidy and maintain the reception area.
• To assist with the setup and operation of appropriate administrative systems to ensure the smooth running of the Lighthouse.
• To assist with the preparation and collating of Lighthouse reports, papers and information.
• To assist in the provision of data and information as required.
• To assist with Data input of CORE counselling information.
• To assist with upkeep of organisational social media and website.
• To assist in the coordination of all training/conferences/seminars/information sessions/meetings/fundraising events etc.
• To assist in organising events/launches as required.
• To undertake any other reasonable duties as required by Lighthouse
• To help the creation of a relaxed and friendly atmosphere which will maintain and enhance the quality of care to each client and maximise their opportunities for choice.
• To be responsible for both personal and professional attitude and behaviour when interacting with fellow colleagues and service users.
• To communicate effectively with other professionals who also provide services to Lighthouse service users.
• Observe and carry out health and safety procedures in respect of oneself, colleagues and the public.
• Participate in staff, team and project meetings on a regular basis
• To publicise and promote the aims objectives of the organisation.
• To undertake any training as may be deemed necessary.
• To adhere to all policies and procedures as laid down within the Organisations Staff Handbook

The duties and responsibilities of this job description are neither definitive nor restrictive and can be modified to meet the changing needs of the organisation.  The organisation is committed to providing the highest possible quality of service to its clients and the community.  Members of staff are expected at all times to provide a caring service to treat those with whom they come in contact in a courteous and respectful manner.

Person Specification

ESSENTIAL:

• 5 O’Levels/GCSE’s Grades A – C
• Minimum of 2 years reception/administrative work experience
• Switchboard experience
• Microsoft Office experience
• I.T. Qualification (eg ECDL)
• Experience of databases or CRM systems
• Experience of Diary and Event management.
• Ability to work sensitively with vulnerable people and bereaved families
• Can demonstrate an understanding of the importance of confidentiality

DESIRABLE:

• Experience of Salesforce CRM system
• Experience of updating Social Network sites
• Experience of updating organisational websites
• Experience of working within the voluntary/community sector
• Experience of minute taking and recording
• Ability to establish and maintain manual filing systems
• The capacity to keep cool under pressure and retain a sense of proportion and fun in a busy and demanding work environment
• Experience of working to a voluntary management committee