Reception / Administrator
Job brief
We are looking for an organised, professional and friendly individual to join Daisy Chain as a Reception / Administrator.
Working as part of a job share, you will be the first point of contact for visitors, volunteers, staff and external agencies, ensuring reception provides a welcoming, efficient and professional service. Alongside reception duties, you will provide administrative support across the organisation, including supporting volunteer administration and safer recruitment processes such as Disclosure and Barring Service (DBS) checks.
This is a varied role requiring excellent organisational skills, strong attention to detail and the ability to manage competing priorities while maintaining a high standard of customer service.
Hours: 20.5 hours per week (Job Share)
- Monday 8:30am – 5:00pm
- Tuesday 8:30am – 5:00pm
- Wednesday 8:30am – 1:00pm
Salary: £24,880 per annum (pro rata)
Daisy Chain is committed to safeguarding and promoting the welfare of everyone in our care and therefore this post is subject to a standard DBS check.
Please note that if enough applications are received, we will close the job early, please ensure you apply as soon as possible.
Key Responsibilities
Reception & Customer Service
- Be a friendly, welcoming and professional first point of contact for all visitors to Daisy Chain.
- Answer incoming telephone calls, emails and reception enquiries, directing individuals to the appropriate service or department.
- Welcome visitors, contractors, students and volunteers, ensuring they sign in and receive the appropriate identification.
- Monitor reception security systems and operate electronic gates, escalating any concerns to managers.
- Maintain reception security, including management of the key cabinet and associated records.
- Manage incoming and outgoing post and deliveries.
- Maintain reception noticeboards and ensure information displayed is accurate and up to date.
- Maintain meeting room bookings and ensure room booking systems remain accurate.
- Maintain staff telephone and email directories and distribute updates as required.
- Produce staff and volunteer ID badges.
- Support the smooth day-to-day running of reception and ensure the area remains professional and welcoming.
Volunteer Administration
- Support the recruitment and onboarding of volunteers by preparing and processing pre-engagement documentation.
- Coordinate Disclosure and Barring Service (DBS) applications for volunteers, ensuring checks are completed in line with safeguarding requirements.
- Request and monitor volunteer references, following up where required.
- Ensure all required onboarding documentation has been received before volunteers commence their role.
- Liaise with prospective volunteers throughout the onboarding process, providing updates and responding to queries.
- Maintain accurate volunteer records and onboarding trackers, ensuring all information is up to date and stored confidentially in accordance with GDPR.
- Work closely with recruiting managers to ensure volunteers are onboarded efficiently and all pre-engagement requirements are completed.
- Escalate any issues or delays within the onboarding process to the appropriate manager.
- Provide administrative support to the HR team in relation to volunteer onboarding and safer recruitment processes.
Administration
- Coordinate office stationery, supplies and on-site ordering.
- Carry out regular stock checks and maintain adequate supplies of office equipment and PPE.
- Maintain first aid boxes and Fire Marshal equipment across site.
- Ensure reception administration files and documentation remain organised and up to date.
- Support general administration across the organisation.
- Provide reception and administrative cover during periods of annual leave and absence.
- Assist with maintaining accurate organisational records and databases.
Additional responsibilities:
- Comply with the Charities’ Health and Safety policy in all employment practices.
- Maintain the integrity of the Daisy Chain brand in all internal and external communications.
- Work in ways, which promote equality of opportunity, participation and responsibility.
- Maintain a proactive approach to your role and responsibilities along with a commitment to contribute and maintain the positive working ethos within the Charity.
- Undertake any training and development deemed necessary for the pursuance of the post.
- Ability to travel within then community to provide planned services.
- Any other duties from time to time, commensurate with the level of the post
This job outline is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor exclusive but, while some variation can be expected in particular duties, the outline is considered to provide a reasonable general description of the post.
Person Specification
Successful candidates will share Daisy Chain's values of Passionate, Inclusive, Empowering, Ambitious, Open and Innovative, together with a commitment to improving the lives of autistic and neurodivergent children, adults and families.
The below details what we are looking for in an ideal candidate if it is Essential (E) Desirable (D) and how we will assess that skill, via your application (A) at Interview (I) or as part of a task during the interview process (T)
Knowledge & Experience
- Previous experience in a receptionist and administration role – E & A
- Good general education – E & A
- Excellent customer service and communication skills – E & I
- Ability to communicate professionally both face-to-face and by telephone - E, A & I
- Excellent organisational and time management skills - E, A & I
- Ability to prioritise workload and work under pressure - E, A & I
- Ability to work independently and as part of a team – E & I
- Excellent written communication skills - E, A & T
- Good IT skills including Microsoft Office and databases – E, A & T
- Excellent attention to detail and accuracy – E, A & T
- Professional appearance and manner – E & I
- Experience of handling confidential information - E, A & I
- Ability to build positive working relationships – E, A & I
- Experience of volunteer administration or recruitment administration – D, A & I
- Experience of DBS administration or safer recruitment processes – D, A & I
- Experience of HR or volunteer management systems – D & A
- Experience within the voluntary or charity sector – D & A
- Commitment to continuous improvement – D & I
Other
- Understanding of and commitment to Daisy Chain's vision, mission and values – E & I
- Commitment to maintaining confidentiality and safeguarding standards – E & A
- Standard DBS check– E & A
Company Benefits
Our staff do amazing jobs and as such we want to reward our staff that is why we offer:
- 33 days annual leave (pro rata), increasing to 35 days after five years' service.
- Birthday leave.
- £35 towards annual eye test
- Comprehensive induction programme.
- Five-month structured onboarding programme with regular support meetings.
- Ongoing learning and development opportunities.
- Employee Assistance Programme.
- Company pension scheme.
- Staff discount at our retail stores.
- Free on-site parking and refreshments.
- Social and charitable events.
- Company sick pay following successful completion of probation.
- Savings Club.
- Give As You Earn scheme.
- Professional membership fees paid where required by the role.
ETHOS & CULTURE
I am passionate about improving the lives of Autistic children and adults and committed to Daisy Chain’s values, culture, and ethos. I will represent Daisy Chain in a positive manner and will always behave professionally. I will demonstrate empathy and support towards families and collaborate with staff and volunteers in the Daisy Chain team.
Vision: “Our shared vision is for every person we support to live a life they enjoy and is meaningful to them at every stage”
Mission: “To support and empower autistic and neurodivergent individuals through the provision of holistic person-centred services, whilst promoting training, wellbeing, inclusion and acceptance regionally and nationwide”
Values: Passionate; Inclusive; Empowering; Ambitious; Open; Innovative
Daisy Chain’s Six Core Values
Passionate Caring deeply about what you do and where you work. Having a personal investment and motivation to see Daisy Chain succeed.
Open Welcoming discussion, inquiry, and criticism. Having a mind open to new ideas and thoughts.
Inclusive Including many different types of people whom we treat all fairly and equally.
Empowering To give power to someone to enable them to be stronger and more confident within their role.
Ambitious Having or showing a strong desire and determination to achieve.
Innovative Bringing new ideas and creating improved products and services.
To be considered for the role click on the apply button above and submit your CV and details along with The Daisy Chain Application Form. If you have any gaps within your employment history, please state the reasons for these gaps within your CV. If you have any questions or require further information, please contact us on 01642 531248.
We are committed to equality of opportunity for all and do not discriminate on the basis of race, religion, colour, gender, age, disability, sexual orientation or marital status.
If you require any adjustments to the recruitment process, to enable you to perform to the best of your ability, please let us know when submitting your CV.
Pay: £24,880.00 per year
Benefits:
- Additional leave
- Bereavement leave
- Casual dress
- Company events
- Company pension
- Employee discount
- Flexitime
- Free parking
- Health & wellbeing programme
- On-site parking
- Paid volunteer time
- Sick pay
- Store discount
Work Location: In person
