Working Hours: Monday-Friday 8:30am-1:30pm
Objectives of the Post:
To provide strong administrative and reception support to our busy hub and diverse services in a warm and professional manner, supporting the smooth and effective day-to-day running of all admin/reception aspects of the organisation while maintaining confidentiality and working sensitively at all times.
Main Duties and Responsibilities:
1. Provide a full range of reception and administrative duties including greeting guests and visitors, dealing with emails and post, filing, photocopying, management of the online calendar and scheduling meetings, and handling enquiries at reception and over the telephone.
2. Deal with enquiries and bookings for events, activities, and sessions from individuals, organisations, and groups; market and promote room hire.
3. Maintain and reconcile income, expenditure, and petty cash records; produce spreadsheets and support the completion of associated budgets, forecasts, and financial reports.
4. Handle invoicing and ensure outstanding balances are recovered.
5. Order, stock take & control, and process creditor invoices.
6. Receive, receipt, balance, and bank monies.
7. Maintain, update, and monitor records and systems in accordance with organisational policies and procedures.
8. Support the administrative HR requirements of the organisation including rostering & timesheets for payroll, processing annual leave, absence monitoring, and processing starters/leavers.
9. Provide support to projects as necessary, including funding applications, fundraising, and community events; assist with and promote public relations, events, and marketing of the organisation.
10. Update and maintain the organisational website and social media sites.
11. Take minutes of meetings as required.
12. Ensure that the organisation's aims, objectives, and services are consistently presented in a strong and positive image to staff, service users, their families, stakeholders, and supporters.
Qualifications:
Good all-round education including GCSE, O Level, or equivalent in English and Mathematics.
Knowledge and Experience:
* At least two years of experience in an office environment, providing a high level of reception and admin.
* Ability to set up and maintain computerised systems.
* Experience of bookkeeping and finance.
* Good working knowledge of Microsoft Office applications, proficient with Excel.
Skills and Abilities:
* Ability to structure work and work under minimum supervision.
* Systematic and methodical approach to working, with the ability to produce complete and accurate information.
* Ability to work well in a customer-facing role.
* Competent computer skills and ability to update social media and websites.
* Energetic, flexible, adaptable, and able to undertake new areas of work at short notice.
* Good verbal, written, and presentation skills.
* Commitment to excellence and quality.
* Maintain confidentiality and work sensitively.
* Ability to establish good working relationships at all levels.
Other:
* A flexible approach to working hours, able to work additional hours when required.
* Prepared to undertake personal development.
* Knowledge of Health and Safety relevant to an office environment.
* Full driving license and daily use of a vehicle with business class insurance.
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