We are recruiting for a part-time Receptionist for 1 day a week (Thursdays).
Key Information:
- Hourly Rate: £12.10
- Hours: Every Thursday 09:00-17:00 (which includes a 30 mins lunch break)
- Contract Type: Temporary role
- Start Date: ASAP
- Interview date: To be confirmed
Title: Receptionist
Responsible to: Training and Events Manager
Purpose: To welcome all stakeholders to ensure that their experience when dealing with is Options is warm and positive. To provide administrative support to the Central Support Team and Leaders
Main Duties:
- Receive and transfer incoming telephone calls.
- Ensure that telephone messages are accurately recorded and distributed to the recipients.
- Open, record and distribute incoming mail and ensure outgoing mail is recorded, franked/stamped and posted.
- Type, file and distribute documents in accordance with the agreed priority system and ensure that confidentiality is maintained for staff and everyone we support.
- Photocopy and scan documents as requested.
- Oversee room-booking system.
- Co-ordinate a monthly staff mail out.
- Ensure that the public areas of the office are fit for purpose (tidy, safe, adequate equipment etc)
- Liaise with building management and other contractors for minor repairs and issues that impact on office usage.
- Welcome all visitors to the office and ensure that refreshments are available and offered.
- Attend team meetings, supervision and training events as required.
- Offer assistance to other Central Support Team staff as required.
- Work within the Values and Beliefs and Working Values (both attached) of Options.
- Complete monthly reports as agreed with line manager – staff list, people we support list, mobile phone lists etc.
- Maintain the stationery, office refreshments and other office supplies.
- Comply with all Options policies and procedures.
- Complete any other reasonable duties.
- Maintain Options Memo register and ensure all staff receive relevant memos.
- Build and maintain good relationships with stakeholders such as people we support, families, staff members and commissioners.
- Manage the process for adding new staff members to the mailing groups
- Manage the staff leavers to ensure that we comply with GDPR requirements for contact.
- Hold Fire Marshal and First Aid roles within the office.
- Work with the Office Manager on improvements to both process and functionality of the office
- Oversee office admin volunteers
- Maintain the Reception guide and train relief receptionists.
- Final proofread of documentation sent out via Mailout to ensure all external communication is correct.
- Any other reasonable tasks as directed by the Office Manager and/or Leadership Team.
If you have any questions in relation to this job, please email recruitment@ofsl.org.uk
