The closing date for completed applications for this post is 9am on Friday 28 February 2025, and it is anticipated interviews will take place on Tuesday 18 March 2025.
Hours: Reception hours are 7.30am - 10.30pm, Monday - Sunday, with a range of receptionists covering these hours. The Casual Receptionists may be asked to cover any of these times based on the needs of the service.
Fixed Hourly Rate: £14.07 per hour.
JOB DESCRIPTION:
To provide clerical and administrative duties within the reception area and to provide support to the departments within the organisation.
To undertake reception duties within the reception hub:
1. Welcome staff to the reception area and ensure they sign in/out and are issued with/return personal phones and big fish as required.
2. Co-ordinate reception tasks relevant to entries within the electronic central calendar.
3. Receive all incoming telephone calls and re-route as necessary, taking relevant messages as required.
4. Receive all visitors to Rossie and ensure that the signing in/restricted items procedures are adhered to at all times.
5. Receive and record incoming rents from those visitors who have short assured tenancies agreements with Rossie.
6. Referring to the electronic booking system, co-ordinate the issuing of required items for Rossie cars.
7. Ensure appropriate use of CCTV, operation of secure doors, fire system functions are undertaken as required and any faults are reported accordingly.
To provide administration support to all internal departments, houses and individuals as appropriate:
1. To undertake general office duties required to support the functions of the internal departments, houses and teams within Rossie.
Carry out daily and weekly petty cash duties in conjunction with Team Manager and Service Manager, Management Support:
1. Distribute petty cash in line with procedures at appropriate times in the working day.
2. Balance petty cash at required intervals during the working day.
3. Providing administrative documentation and monies for young people’s leave arrangements as directed by relevant members of staff.
Participate in the maintenance of a number of recording systems on a regular basis as determined by Team Manager and Service Manager, Management Support:
1. Maintenance of recording systems for petty cash and young people’s bank accounts.
2. As requested, perform data entry on relevant recording systems.
Partake in general administrative duties as directed by Team Manager and Service Manager, Management Support:
1. Use and maintenance of all office machinery as necessary including fax, photocopiers, laminator, binder, scanner etc.
2. Maintain a number of filing systems within the Management Support Department.
3. Ensure that all incoming and outgoing mail procedures are followed accurately and timeously.
Please note this job description is to provide a clear and concise statement of the main tasks and activities of the post, and it is not intended as an exhaustive list of every aspect of the post holder's duties. All the above duties will be carried out in line with Rossie policies and procedures.
PERSON SPECIFICATION:
Knowledge Base (Essential):
1. Microsoft Office Packages
Qualifications (Desirable):
1. HNC in either Administration/Secretarial Studies
Experience (Essential):
1. Previous work within an office/reception environment
Skills (Essential):
1. Organisational skills
2. Maintaining filing systems
3. Appropriate record keeping
4. Effective Communication skills
Skills (Desirable):
1. Setting up and maintaining recording systems
2. Minute taking
Qualities (Essential):
1. Work on own initiative
2. Honest
3. Reliable
4. Ability to multi-task
5. Ability to work as a team
6. Self motivated
7. Presentable
Full Clean Driving Licence (Essential)
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