Description
Office Administrator/ Receptionist
Salary: £11.50 ph (FTE £22,126 pa)
Hours: 25 per week, Mon-Fri
Contract: permanent
Location: High Wycombe
Start date: asap
Who we are
We connect. We support. We influence. We deliver services in our local communities, in Buckinghamshire and East Berkshire. We promote wellbeing and recovery; we prevent mental ill health; we offer talking therapies and we provide support in times of crisis.
We are an independent charity that is proud to be affiliated with national Mind and to adhere to its quality standards of governance and service delivery.
We’re seeking a friendly and efficient person to be the first point of contact for people at Bucks Mind. You’ll provide help and advice to external contacts and internal colleagues, and provide administrative support on site at our High Wycombe head office.
You’ll need to be well organised and proactive to seek, provide and capture information, with a calm and professional manner.
You will have contact with other Bucks Mind employees and People We Support at our office as our building is both a working space and a space for groups.
How to apply
Please send your CV and application form along with a short covering letter explaining why you’re interested in the role and how you meet the criteria for it.
(Please note any candidates that do not complete the application form and submit a covering letter may not be considered for the role).
Interviews will be held on a rolling basis, and we will close the position if we find the right person – so if you’d like to apply – please don’t delay! We’d love to hear from you.
Buckinghamshire Mind is an Equal Opportunities and inclusive employer. We welcome applications from all sections of the community. If you meet most or all the essential criteria, we welcome your application as training and development can be provided to give you further skills. Any offer made relating to this post will be subject to satisfactory references and a satisfactory enhanced DBS check.
Key Responsibilities
Purpose of role
The postholder will provide proactive reception duties and effective administrative support for Buckinghamshire Mind at their High Wycombe office, being the first point of contact for People We Support, volunteers and visitors. Members of the public who contact us are often experiencing difficulties with their mental health, so it’s crucial that all contacts are handled in a friendly and empathetic way.
Responsibilities
Reception
* Provide a friendly and efficient service at reception, ensuring that all visitors to Bucks Mind are welcomed and their needs are appropriately met.
* Deal with incoming phone calls in a manner sensitive to individual needs and signpost to people/places where appropriate.
* Manage incoming email enquiries, ensuring accurate information is sourced and a response is provided in a timely and professional manner.
* Log all incoming communications (email, phone, and in person) on the Bucks Mind CRM system.
Administration/Business Support
* Oversee the Bucks Mind room booking system (using Microsoft Outlook) to ensure it is up to date and runs smoothly.
* Monitor and order stationery and office/cleaning supplies for High Wycombe.
* Work with the H&S Lead and Quality Lead to coordinate any work that needs doing in the High Wycombe premises, liaising with the landlord where required.
* Ensure that the environment at High Wycombe is maintained in good order to support the wellbeing of staff, volunteers, and people we support.
* Provide additional administrative support to the Quality Team and senior staff members as required.
Other
* Work within Buckinghamshire Mind and Mind in Berkshire’s policies and procedures including Performance Management, Confidentiality, Safeguarding, Equal Opportunities, People We Support Involvement, Health and Safety and the Professional Boundaries policy.
* Keep informed about other projects, events and related issues regarding Buckinghamshire and Mind in Berkshire.
* Keep line manager up to date and informed.
* Work in a flexible way to take on other responsibilities as appropriate.
Experience, Qualifications, Knowledge and Skills
Essential
* Experience in a public-facing reception role (or similar).
* Solid office administration experience.
* Good written and verbal communication skills.
* Ability to manage own workload and manage conflicting priorities.
* Comfortable working independently with minimal day-to-day supervision.
* Basic understanding of Health and Safety and be comfortable overseeing building security.
Desirable
* Experience of working in a charity.
IT, Communication and Interpersonal skills
Essential
* Excellent communication and interpersonal skills, especially with people who experience/have experienced mental health issues.
* Customer service skills with a problem-solving attitude.
* Empathetic written style for responding sensitively to email enquiries.
* Able to be calm and empathetic when dealing with members of the public.
* Able to network and build sustainable working relationships with volunteers, staff and other agencies.
* Good level of IT skills including Microsoft Office and Outlook.
Desirable
* Previous use of a Client Relationship Management (CRM) system and/or other database systems would be advantageous.
Other
Essential
* Always represent the organisation in a professional and appropriate manner.
* Support the aims and work of Buckinghamshire Mind.
* Committed to working for equal opportunities for all people.
* Recognise, challenge and be responsive to stigma and discrimination of all kinds.
* Maintain confidentiality in line with Buckinghamshire Mind policy.
Benefits
Please click link below:
Benefits | Buckinghamshire Mind Careers (pinpointhq.com)
About Buckinghamshire Mind
Buckinghamshire Mind is an independent charity providing high-quality services to support and represent people with mental health needs in the local community. We are committed to making sure our services are inclusive and meet the diverse needs of people in Buckinghamshire and East Berkshire.
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