Receptionist/Administrator

1. Reception

• To deal with routine correspondence, post, telephone calls, visitors and e-mail enquiries, bringing matters to the attention of other staff as appropriate.

• To maintain administrative systems to support the work of the services operations.

• To prepare and send standard letters, reports and other documents using word

  processing facilities and undertake photocopying and scanning.

• Ensure accurate and timely case recording on the service case management system.

• Processing and uploading of referrals in line with company policy timescales.

• To greet clients and visitors into the service, set appointments, liaise with other staff and

  ensure recording is accurate and up to date.

• To work alongside our Senior Administrator and Volunteers within the service to support all aspects of this post.

• To maintain office equipment and supplies at an appropriate level.

• To act as a central point of contact for the Team through effective communication, prioritising issues appropriately and ensuring that urgent matters are brought to the attention of the relevant staff.

• To support all staff within the Service

• To provide a welcoming environment to service users.

• Highlight any urgent matters or queries to a member of management.

2. Information and Resources

• To maintain databases relevant to our work including recording service statistics detailing all persons attending the centre.

• To maintain accessible systems for storage and retrieval of information using computer and manual systems.

• To help organise events such as meetings, service user groups, and training sessions by booking suitable venues, making catering arrangements, liaising with attendees etc.

  3. General

• To participate fully as a member of the staff team, attending meetings, sharing information and having an awareness of all aspects of our work.

• To contribute to the development of My Sister’s Place.

• To undertake training in keeping with the nature of the job, including domestic violence

  and safeguarding training.

• To take responsibility for meeting targets and deadlines according to agreed work plans.

• To carry out all work with reference to My Sister’s Place policies, procedures and values.

• To contribute to the maintenance of a working environment in which diversity is respected and equality of opportunity is promoted.

• To adhere to, and implement Health and Safety policies and procedures

• To undertake other duties by agreement with your line manager, as appropriate.

• Support to maintain a welcoming environment for clients attending the service.