Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk.

XXX JOB DESCRIPTION Receptionist/Administrative Assistant

GRADE: Responsible to: Centre Development Manager Aim of the Post To provide excellent customer care services and a wide range of support in delivering front of house duties and a high quality service. Main Duties 1. Reception: Ensure smooth running of the Reception. Receive and ensure visitors/clients sign in/out Direct clients to their appropriate rooms Ensure Reception area is tidy, and notice boards maintained. Maintain switch board Receive and sort post Envelope and post mail 2. Customer Enquiries Answer routine enquires relating to the services and facilities provided by XXX in person and on the telephone, referring any difficult queries on to the Manager if necessary. Keep a record of such enquires and report regularly to the Manager. Bookings Diary: Maintain bookings system for the Centre. Send out appropriate forms and correspondence Capture room set-up requirement for Porters and ensure they have a copy of bookings sheet for the day at the start of the day. Prepare room usage report for invoicing at the end of every week Take payments for bookings and issue receipts Administration. To provide administration support to Manager and Management Committee as required. Word processing, Filing, Maintaining database of users/clients Photocopying for clients, charging and logging

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Handling cash in line with XXX procedures, Contacting suppliers and clients Ordering and maintaining stationery stock list Ordering cleaning and caf stock and maintaining inventory list

Centre Assistances: To assist in the undertaking of checks, building, security and Health & Safety, regularly to ensure the highest standard of presentation is maintained, raising any urgent issues to the attention of the management team. Serve in cafeteria as and when required and to support the provision of catering/refreshment services and any other associated duties. Purchase ingredients and prepare sandwiches as and when required. To liaise with Community Assistants and catering staff regarding day-today operation to ensure delivery of service. General: To attend staff meetings and training where necessary. In discharging the duties of the post to have due regard to the provisions of Health and Safety at work legislation, customer care and other XXX policies. To promote the XXXs Equal Opportunities policies compatible with the duties of the post.

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This Job Description is intended to give an overview of the role of Administration & Centre Assistant. Trustees or Centre Development Manager may request tasks to be undertaken which are not specifically mentioned in this document but will be in line with the level and nature of the role. This Job Description will be subject to amendment and revision by the Board of Trustees periodically, which will be undertaken in consultation and agreement of the post holder and with respect to the changing needs of the XXX.

XXX PERSON SPECIFICATION JOB TITLE: Receptionist/Administrative Assistant Key: A - Application I Interview T -Test CRITERIA OR REQUIREMENTS METHOD OF ASSESSMENT Experience/Education 1. Previous experience in an administrative role and excellent grasp of administrative systems 2. Literate and numerate to a minimum of GCSE standard or equivalent. Able to communicate clearly and take accurate messages, Knowledge/Skills/Abilities 1. Effective management of administration and reception processes (including working with ICT systems) answering telephone queries, making bookings in the diary, delivering quality services both on the telephone and in person. 2. Excellent customer facing communication and interpersonal skills in person, in writing and electronically. Ability to problem solve and deal sensitively and effectively with difficult situations. 3. Ability to work under pressure and prioritise workload accordingly. 4. Numerate, with ability to prepare and exploit statistical information as delegated, by producing performance indicators 5. Ability to work as part of a team to deliver excellent customer care, with an eye for detail with regards to the quality of presentation of services. 6. Physical ability to assist with the set up of rooms and with the delivery of catering when required. 7. Ability to assist with the preparation of food and serve when required. 8. Ability to respond positively and flexibly to change and contribute to A/I A/I

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the effective management of change in the service 9. Knowledge of security issues & health & safety legislation. Ability to deliver a safe & secure service in line with legislation and XXX procedures. 10 Ability to work occasional evenings and weekends Equal Opportunities Understanding of, and ability to actively support and deliver, the XXXs Equal Opportunity and Social Inclusion policies

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