Sue Ryder Care

SUE RYDER CARE - JOB DESCRIPTION

Function Administration and Finance Job Title Senior Receptionist Reports to Office Manager Dotted Line to Head of Administration Effective Date Feb 2010

Overall Objective of Job Role: Working as part of the Reception Team to provide a professional and welcoming first point of contact for telephone callers and visitors to the Central Office, and to provide general administrative support to the teams based in Central Office.

Core tasks to support the Receptionist:

Reception & Switchboard:

1. Calls: Dealing with a large volume of inbound calls to central switchboard promptly, professionally and courteously, forwarding calls through to the appropriate staff and, where necessary, taking and passing on messages promptly and accurately. Maintain confidentiality where appropriate. 2. Visitors: Act as a first point of contact for all visitors, welcome them professionally and courteously and look after them until they are collected by staff. 3. Post: Receiving, sorting and distributing all internal and external mail, and franking and dispatching all outgoing mail for Central Office including assisting with mailings. 4. Meeting Rooms: Manage the booking and usage of meeting rooms to include; setting and clearing, catering requests and set up of Information Technology for audio and video conferencing requests. This may also involve external meeting room arrangement. Maintain equipment liaising with IT Support if issues arise. 5. Administration: Develop and maintain systems to ensure the efficient running of reception, demonstrating continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide high quality, seamless customer service. 6. Whereabouts: To produce and distribute the weekly whereabouts sheets for Central Office. 7. Faxes & Deliveries: Receive faxes and sign in all deliveries, and inform the intended recipient promptly that they are ready for collection 8. General: Manage the office kitchens including catering supplies and loading & unloading the dishwasher. 9. Administration: Follow reception and administration processes as laid out in the Reception manual 10.Volunteers: To train and line manage Reception Team Volunteers and their daily workload. Organisational Administrative Support:

1. Supplies: To assist the Office Manager with ordering weekly stationery and beverages, ensuring supplies maintained at agreed stock levels.

2. General: To assist the Office Manager with preparation of monthly consolidated invoices (using Microsoft Excel), ordering photo & name badges and collecting & managing photocopier/franking machine usage records.

3. Website: Take responsibility for the internal website (Beekeeper) updates for Central & Sudbury pages (training provided).

4. Facilities: To undertake Fire Marshall responsibilities (training provided).

5. Facilities: Be familiar with building rules and regulations, fire safety procedures, visitor logs, and security systems and procedures.

6. Visitors: To provide administrative support to external visitors & meetings held in central office, including photocopying.

7. Administration: Any other duties and responsibilities that may be assigned from time to time commensurate with the role

Health and Safety at Work:

You are required to take reasonable care of the health and safety of yourself and others persons who may be affected by your acts or omissions at work and to co- operate with Sue Ryder Care in adhering to statutory safety regulations. PERSON SPECIFICATION & COMPETENCY PROFILE

Qualifications & Knowledge Required Essential Requirements Desirable Requirements A-Levels or NVQ equivalent Web page editing

Computer literate; experienced in Microsoft Applications including Excel, Outlook and Word.

Skills & Experience Required Essential Requirements Desirable Requirements Experienced Receptionist to manage Experience of working in the voluntary front of house of a busy office. sector

Ability to demonstrate a positive, Have worked and possible managed organised and flexible approach to volunteers in the past. work and adapt to changing priorities

Confident and articulate, able to communicate effectively via telephone, email and face-to-face with people at all levels Ability to present yourself in a professional and friendly manner to all visitors and internal staff Strong self-starter, solution orientated & very proactive.

Key Competency Areas 1. Customer Oriented 2. Planning and organising 3. Verbal and written communication 4. Teamwork 5. Attention to detail 6. Care and Respect