Wolverhampton Voluntary Sector Council

JOB DESCRIPTION / PERSON SPECIFICATION

Title: Receptionist with administrative/database duties

Hours: 37 hours per week

Salary: £10,774 - £14,430 per annum

Responsible to: Reception Manager

Key relationships: Database/Core Administrator, customers and visitors to WVSC, core staff team, WVSC staff and partners.

Main Responsibilities

The postholder has responsibility, under the direction of Reception Manager, to receive visitors, organise the reception area, provide a range of administrative support services (including updating database information) for WVSC’s internal and external operations. S/he will work alongside the core staff team, in particular the Database/Core Administrator and Reception Manager.

Main Tasks

(i) Providing a high standard of service to visitors and callers which will promote a positive image of the organisation. (ii) Receiving visitors and ensuring correct procedures are followed for signing-in, informing staff, accepting and delivering work and receiving payments. (iii) Receiving phone calls and ensuring they are correctly answered, transferred or messages taken and delivered. (iv) Forwarding emails from the general mailbox to the appropriate member of staff. Sending emails as requested. (v) Dealing with incoming and outgoing mail and faxes, including maintaining accurate logs of incoming mail (vi) Liaising with WVSC staff to manage the television information/communications screen and system (vii) Using and updating the database as directed by the database/core administrator and DCEO. (viii) Providing administrative support to all core staff; along with other reception/core admin staff

1 (ix) Providing reprographics services to external customers, as requested by line manager (x) Maintaining and initiating, when necessary, effective filing systems (xii) Participating in management/team meetings and minute taking as required (xiii) Undertaking other tasks as instructed by the Reception Manager and in line with the level of responsibility of the post. (xiv) Supporting Core staff in the efficient running of the building

Person Specification

(i) Good communication skills in dealing with enquiries on a face to face basis and by telephone, and good level of written communication skills (ii) Good detail handling skills and the ability to take and follow instructions accurately (iii) Good level of IT literacy, including very good WORD and Outlook skills (iv) A good operating level at spreadsheet and database software (or the ability to learn) (v) The ability to use office equipment; photocopier, fax,etc (or the ability to learn) (vi) Ability to work alone in reception, or in similar one-to-one situations with customers (following training and appropriate induction period) (vii) Ability to contribute to the skills and activities of a committed staff team and supportive of the values base of WVSC.

Behaviours

(i) Ability and confidence to deal with visitors, customers and partners from all walks of life (ii) Can-do approach to learning new skills (iii) Ability to find solutions to problems and challenges (iv) Ability to persevere to complete tasks when requested (v) Ability to work with a diverse staff team and take their place within that team

Please note

This job description describes the tasks that we expect of a trained and fully inducted Receptionist with administrator/database duties. We are looking for an apprentice with the attitude, behaviours and potential to undertake all these tasks to an excellent level once a full induction has taken place, training is well underway and experience has been developed.

2 Additional Information

Base Your post will be based at WVSC offices, 16 Temple Street, Wolverhampton.

Holiday Entitlement You will be entitled to 29 annual days’ leave and 8 bank holidays (all pro-rata)

Sick Pay Entitlement is according to WVSC’s General Terms and Conditions of Employment

Superannuation Staff will be enrolled into WVSC’s auto-enrolment pension scheme.

Probationary Period All appointments with WVSC are subject to a probationary period of 6 months.

Non-smoking Policy WVSC operates a non-smoking policy within the building.