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Receptionist/Administrator (Female)
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Job Title: Receptionist/Administrator (Female)
Department: Women’s Community Services Wales
Location: Newport
Salary: £24,500 per annum dependent on experience
Hours: Full-Time - Hours to be agreed (part-time hours may be considered)
Pension: Auto Enrolment Pension (6% employer contribution)
Purpose
To meet and greet visitors at the Nelson Trust Women’s Centre’s in Newport to present as the friendly and efficient face of Nelson Trust, and additionally to set up and maintain effective administrative systems within the Women’s Services Team based across Wales to include complex data input for reporting purposes.
Reception Duties
- Manage a morning meeting every morning with your team members, to log attendance, safeguarding, record the minutes and send out as appropriate in a timely manner.
- Meet and greet clients and visitors, alerting team members and professionals (for example probation) of their arrival.
- Be responsible for maintaining the confidentiality and security of client data in accordance with trust policy.
- Act as a knowledgeable first point of contact, exercising judgement when dealing with client and staff enquiries and take accurate messages when necessary.
- Answer telephone enquiries/messages redirecting calls as appropriate.
- Keep the reception area clean and tidy at all times.
- Ensure effective records of both staff and visitors entering and leaving the building are maintained and able to be used for emergency evacuation purposes if necessary.
- Receipt and accurately distribute courier parcels and signed for mail etc.
- Ensure that displays of marketing brochures are maintained and effectively displayed.
- Ensure support with preparing and contributing to special event days such as, pamper days or new group timetable.
- Responsibility for carrying out weekly fire alarm testing.
- Ensure First Aid Boxes are maintained at correct stock levels.
- Maintaining and ordering supplies of stationery; refreshments; hygiene and housekeeping products.
- To receive and co-ordinate all internal requests for maintenance/housekeeping tasks.
- Receive and check off deliveries, collate and sign delivery notes, monitor and collate purchase invoices and ensure liaison with Finance or maintenance Team.
Administration Duties
- To provide an effective and efficient administration to the staff located at the centre.
- Distribution of all incoming mail and phone calls and process all outgoing correspondence.
- Responsibility for ensuring that accidents and “near misses” are recorded in the accident/incident book.
- Liaison with external agencies and referral pathways e.g. Probation as directed by the Centre Manager.
- To ensure you are monitoring when clients are in and out of the building for many reasons, including health and safety and accurate recording.
- To liaise with other members of the team to record accurate information regarding client’s information i.e., appointment attendance and feedback for appointments and uploading this on our recording system in a timely manner.
- Be responsible for petty cash.
- Ensure safety of keyworkers is monitored – i.e. when keyworkers are on outreach ensuring they have checked out after their appointment.
- Maintaining health and safety records including fire safety i.e., fire drill tests.
- Responsible for collating and recording daily data.
- Assist in monitoring KPI’s to ensure targets are met.
- Assist in collating data for quarterly reports.
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Client Data
- Track and input referrals. Following the right referral allocation process for the different contracts and adding onto spreadsheets (including client lists) and our recording system.
- Input any other documents and correspondence required by admin.
- E-mail keyworkers with a completion report outlining what data is missing from each client so they can complete it.
- Complete nebula (case management system) entries.
- Input/log order end dates in the diary or on outlook to manage and support keyworkers in knowing when this ends.
- Discharge Clients at keyworkers request (also reactivate).
- Ensure group facilitators complete feedback and this is uploaded.
- Screen new referrals and contact referrer i.e., for missing data.
- Maintaining and updating our client waiting list accurately.
- Support data quality.
General Administration/Support Tasks
- Undertake filing as required.
- Produce information sheets/posters of centre activities available to clients.
- Attend all relevant meetings as and when directed or identified.
- Contribute toward the evaluation and effectiveness of the reception function.
- To participate in the overall development of the NT Women’s Services.
- To be responsible for own safety and others affected by your activities.
- Be aware of and work within the Nelson Trust’s policies and procedures particularly those relating to Safeguarding/Protection; Health & Safety; Confidentiality and Staff Code of Ethics.
- To undertake training as identified or directed by line manager.
- To be familiar with and work to relevant quality assurance standards.
- Perform any other duties as may be reasonably expected from you as directed by line management.
The list of duties in the job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required.
The Nelson Trust periodically reviews job descriptions to ensure that they reflect the requirements of the role as the service develops.
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SAFEGUARDING
The Nelson Trust takes seriously it’s responsibility for safeguarding and is committed to safeguarding and promoting the welfare of its service users. Therefore, we require that all staff share this and act accordingly by applying organisational policy and procedure and attend annual safeguarding training.
EQUALITY & DIVERSITY
Through personal example and clear action demonstrate commitment to equality and diversity ensuring equality of access and treatment in employment and service delivery to all.
HEALTH & SAFETY
Promote the Health and Safety at Work Policy and Procedure and ensure these are implemented effectively within the department and at no time act in a way that may jeopardise the health and safety of clients, staff of visitors to the Nelson Trust.
The list of duties in the job description should not be regarded as exclusive or exhaustive. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required.
The Nelson Trust periodically reviews job descriptions to ensure that they reflect the requirements of the role as the service develops.
This post is exempt from the Rehabilitation of Offenders Act (1974) as it involves access to vulnerable adults and/or children and successful applicants will be required to undertake an enhanced level Disclosure & Barring Service Check. Applicants must be prepared to disclose any convictions they may have and any orders, which have been made against them. Our organisation is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.
This post is exempt under the Equality Act 2010, Schedule 9, Part 1
All posts within The Nelson Trust are subject to three-month probationary period.
Person Specification
Essential
Desirable
Knowledge And Experience
- Proficient in the use of Microsoft Office: Word, email, Excel and use of Case management systems and databases.
- General education to GCSE standard or equivalent.
- Ability to plan and manage a varied workload and work with minimum supervision.
- Attention to detail & accuracy.
Skills
- Experience of using design software like Photoshop, InDesign and Publisher.
- Experience of charity sector.
- Excellent organisational and time management skills.
- Excellent team working skills needed to work collaboratively with others.
- Interpersonal skills to develop relationships internally and externally.
- Excellent verbal and written communication skills.
- Flexible with the ability to work under pressure and deal with constant interruptions.
- Uses initiative to improve processes.
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