We are recruiting for a part-time Receptionist for 1 day a week (Thursdays). This vacancy is only open to internal staff who already currently work for Options. Key Information: Hourly Rate: £12.10 Hours: Every Thursday 09:00-17:00 (which includes a 30 mins lunch break) Contract Type: Temporary role Closing Date: 31st October 2024 Start Date: ASAP Interview date: To be confirmed Title: Receptionist Responsible to: Training and Events Manager Purpose: To welcome all stakeholders to ensure that their experience when dealing with is Options is warm and positive. To provide administrative support to the Central Support Team and Leaders Main Duties: Receive and transfer incoming telephone calls. Ensure that telephone messages are accurately recorded and distributed to the recipients. Open, record and distribute incoming mail and ensure outgoing mail is recorded, franked/stamped and posted. Type, file and distribute documents in accordance with the agreed priority system and ensure that confidentiality is maintained for staff and everyone we support. Photocopy and scan documents as requested. Oversee room-booking system. Co-ordinate a monthly staff mail out. Ensure that the public areas of the office are fit for purpose (tidy, safe, adequate equipment etc) Liaise with building management and other contractors for minor repairs and issues that impact on office usage. Welcome all visitors to the office and ensure that refreshments are available and offered. Attend team meetings, supervision and training events as required. Offer assistance to other Central Support Team staff as required. Work within the Values and Beliefs and Working Values (both attached) of Options. Complete monthly reports as agreed with line manager – staff list, people we support list, mobile phone lists etc. Maintain the stationery, office refreshments and other office supplies. Comply with all Options policies and procedures. Complete any other reasonable duties. Maintain Options Memo register and ensure all staff receive relevant memos. Build and maintain good relationships with stakeholders such as people we support, families, staff members and commissioners. Manage the process for adding new staff members to the mailing groups Manage the staff leavers to ensure that we comply with GDPR requirements for contact. Hold Fire Marshal and First Aid roles within the office. Work with the Office Manager on improvements to both process and functionality of the office Oversee office admin volunteers Maintain the Reception guide and train relief receptionists. Final proofread of documentation sent out via Mailout to ensure all external communication is correct. Any other reasonable tasks as directed by the Office Manager and/or Leadership Team. If you have any questions in relation to this job, please email recruitmentofsl.org.uk