RECEPTION & ADMINISTRATION OFFICER

 

JOB TITLE RECEPTION & ADMINISTRATOR OFFICER

Responsible to:

Centre Manager & CEO
Salary/Grade:

£13.50 per hour
Number of Hours: 25 hours per week 

Two roles currently available

(9:30 – 3pm & 1:30 – 6:30pm)
  1. As the receptionist and administrator, ensuring all users and visitors are dealt with promptly, professionally and courteously.
  2. Provide a warm, supportive and nurturing front-of-house presence, building positive relationships with service users, tenants, volunteers and partners.
  3. Develop and maintain effective clerical and administrative systems in line with UPG policies and procedures, reviewing and improving systems where necessary.
  4. Carry out general administrative duties including (but not limited to):
    • Managing incoming and outgoing post
    • Responding to written and verbal enquiries
    • Coordinating bookings for workshops and classes
    • Processing invoices and supporting basic financial record-keeping
    • Assisting with room and hall hire bookings and issuing hire agreements
    • Attending and minuting meetings as required
    • Undertaking follow-up actions where necessary
  1. Assist with the reporting and monitoring of repair and maintenance issues and liaise with contractors where appropriate, escalating concerns to the Centre Manager / CEO.
  2. Support the scheduling of events, activities and services, including providing accurate information and assisting with room set-up and clear-down when required.
  3. Maintain clear and accurate records of Centre usage, including visitor logs, attendance registers and staff whereabouts for emergency purposes.
  4. Work collaboratively with reception and administrative colleagues across all UPG sites to ensure consistent systems, shared best practice and coordinated cover arrangements where required.
  5. Develop and maintain links with borough-wide support services to ensure effective signposting for residents and organisations.
  6. Undertake student enrolment, inductions, DBS checks and other relevant compliance procedures for volunteers, staff and external groups, ensuring records are securely maintained.
  7. Support the promotion and publicity of the Centre, including updating noticeboards, digital displays, website content and social media platforms in collaboration with the Family Services and Performance Manager and colleagues at other sites.
  8. Assist in gathering data and basic monitoring information required for reports to funders and stakeholders.
  9. Support room inspections and ensure spaces are prepared to a high standard before and after use.

 

 

ESSENTIAL

DESIRABLE

Qualifications & Experience
  • Experience of previous reception/administrative/Front of House positions. 
  • Minimum of C or Level 4 English and Maths at GCSE level or equivalent
  • Experience of working in a community or charity setting. 

Abilities and knowledge
  • Demonstrate excellent administration and reception skills, and how accurate, timely administration and reception skills can assist the delivery of services within the Community Centre. 
  • Demonstrate the ability to plan and organise your workload in an effective manner with a willingness to continuously improve through a personal development plan.
  • The ability to respond appropriately and accurately to enquiries from a variety of sources in a courteous and professional manner.
  • Ability to undertake numerical work (take payments and use payment platforms).
  • Demonstrate the ability to cope with change in a positive manner, ensuring relationships and services are not adversely affected through the change process.
  • Ability to work on own initiative while also contributing positively to team working across multiple sites. 
  • Ability to multitask and work under pressure
  • Experience of online course or room booking systems
  • Experience using social media for the purposes of marketing.
  • Experience of Disclosure & Barring Service checking or other compliance checking.
  • Good IT skills, including Microsoft office and email systems
  • Health & Safety 
  • Safeguarding
  • GDPR – Ability to maintain confidentiality and handle sensitive information. 

Communication Skills 
  • Experience of delivering high quality customer care. 
  • Excellent verbal and written communication skills.
  • Demonstrate a good knowledge of Microsoft office and web programmes and experience of other modern business system.
  

Personal Disposition
  • Work as a member of the team and can demonstrate a ‘can do’ approach based on achieving goals. 
  • A positive and motivational attitude that inspires the team and stakeholders alike.
  • Accurate and meticulous attention to detail
  • Flexible approach to working.
  • Willingness to work unsocial hours – so that deadlines can be met. 

Knowledge of the LBHF borough
   

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