Office Receptionist

Dementia UK

Office Receptionist

Job Description

Accountable to: Office Manager

Salary: £23,000 - £26,000 dependent on experience

Location: Dementia UK, Holloway Road,London

Hours of work:Full time roles are based on 37.5 hours a week

Contract:Full-time, permanent

Job Summary

To administer the charity’s front of house functions and to provide comprehensive and proactiveofficeadministrative support to aid the Office Manager in the smooth running of the office. The post holder is required to communicate and liaise with staff and stakeholders, produce work to deadlines whilst ensuring compliance with Dementia UK policies. This is a key role in the effective running of the team.

Typical duties willinclude dealing with incoming calls, queries and deliveries,dealing with stationery and office supplies,dealing with incoming and outgoing post, providing cover for other administrative staff whilst on A/Land assisting and supporting volunteers.

Office Receptionist Prepared June2017

Key Responsibilities:

Office Administration

Handle incoming telephone calls and enquiries and ensure appropriate action is taken.
Deal with incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action.
To administer the charity’s front of house functions, including meeting and greeting guests.
To process outgoing post, arranging Special Delivery, courier collection and overnight deliveries when required.
Assist with organising and supporting the planning of complex meetings, events and conferences, including delegating duties as necessary, booking venues, arranging equipment and refreshments, preparing packs and registering attendees.
To ensurethat the office is kept clean and tidy, organised and presentable at all times.
To lead on maintaining stocks of stationery and office supplies.
Provide an effective and professional service when liaising with colleagues, partners and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties.
Ensure compliance with information governance policies and procedures.
Ensure security of records in line with the Data Protection Act.

Develop, manage and maintain office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable.
To demonstrate activities, processes and procedures to new staff when required.
Participate in self development to continually improve performance and undertake any development activities that are identified.
Provide cover for other administrative staff whilst on A/L.
Assist and support volunteers.
To undertake any other duties which may be reasonably required.

Person Specification

The preferred candidate will have the following experience, abilities and aptitudes:

Essential personal skills

Excellent interpersonal skills with evidence of developing and maintaining positive working relationships with staff at all levels through being reliable, punctual and maintaining a pleasant work attitude
Helpful, approachable and positive nature; able to stay calm and diplomatic under pressure
Evidence of a responsive and flexible attitude towards getting things done; creating opportunities or minimising potential problems by anticipating and preparing for these in advance
Ability to work well independently and to contribute as part of a team, with a supportive attitude to colleagues
Ability to maintain the highest levels of confidentiality
Possess the willingness to learn, improve and adapt.
Ability to absorb, analyse and impart information quickly

Desirabletechnical skills

Demonstrable experience of providing administrative support
Demonstrable organisational and time management skills
Highly proficient in using MS Desktop packages (Word, PowerPoint, Excel), MS Outlook (mail, calendar and databases),with the ability to produce documents including reports and correspondence of a high quality
Excellent grammar, spelling and high standard of oral and written communication skills, including the ability to draft reports and complex correspondence to a consistently high standard.
Excellent numeracy skills
Possess the ability to work productively, efficiently & effectively with initiative and drive under tight timescales whilst maintaining attention to detail and quality
Willingness to work outside of normal office hours on occasion when required

Empathy with the aims and ethos of the charity
Experience in Charity/Third Sector
Experience of working within a small office environment

Office Receptionist Prepared June2017