Job Summary
To provide general reception and switchboard duties, as well as administrative support for the organisation, with a strong emphasis on creating a warm environment for all. This role plays a key part in maintaining effective communication and positive engagement with our users, the local community and all those accessing our services. The post-holder will embody and actively promote the organisation's values in all interactions, ensuring that everyone who connects with us feels respected, supported and valued.
Duties
- To provide general reception duties, providing a warm, friendly and professional welcome that reflects the Centre's values and commitment to inclusivity and support.
- To manage the switchboard and respond to all telephone enquiries in a professional, courteous manner, ensuring that every interaction reflects the Centre's core values of respect, inclusivity, empathy and a commitment to providing a welcoming and supportive experience for all.
- To be responsible for the provision of administrative support to the operational team within Footprints Women's Centre. Example but not limited to typing, filing, maintenance of records both manual and computerised, photocopying, incoming and outgoing mail.
- To support Footprints Women's Centre's communication and engagement efforts by contributing to the creation and distribution of content for social media platforms, newsletters, posters, and other promotional materials. This includes sharing relevant updates, events, and opportunities to ensure effective communication with our members and the wider community, in line with the organisation's values and branding.
- To be responsible for monitoring, maintaining and reporting on the organisation's use of subscription based software tools i.e. Mail Chimp, Zoom, Canva etc.
- To maintain the central electronic organisational diary.
- To be responsible for logging, sorting and distributing post/parcel deliveries.
- To be responsible for the input of information onto the central organisational database.
- To be responsible for reception security and ensuring all visitors sign in and out of the Centre.
- To be responsible for the maintenance of childcare statistics.
- To provide support for the administration tasks involved in recruitment for Footprints Women's Centre.
- To be responsible for completing monthly Health & Safety risk inspections for all areas, with exception of the catering and childcare departments.
- To provide administration support to the CEO and departmental managers regarding building maintenance, general facility issues and procurement work.
- To maintain responsibility for cash receipts and float management of childcare and other payments.
- To handle personal data in accordance with GDPR regulations and the Centre's data protection policies, ensuring that any information shared or received - whether in person, by phone or electronically, is kept confidentially secure and only used for legitimate purposes.
- To ensure the reception area is kept clean, tidy and presentable at all times, with clear desks and welcoming surroundings that reflect the Centre's commitment to professionalism, respect, and creating a positive impression for all visitors.
- To attend supervision on a monthly basis, team meetings and staff meetings as required.
- To undertake training and development as required.
- To contribute to a positive organisational culture by modelling the organisation's values and behaviors.
- Ensure adherence to all Footprints Women's Centre's policies and procedures.
- To undertake other such duties as may from time to time to required by the CEO.
Qualifications:
- A minimum of 4 GCSE's including English and Mathematics at Grade C or above (or equivalent)
Experience:
- At least 1 years' experience in a similar reception or administrative role.
- Experience of providing a professional front-of-house service and dealing with visitors and telephone queries.
- Experience of handling confidential information in accordance with data protection requirements.
- Experience of working as part of a team and supporting multiple colleagues.
Abilities/Skills/Knowledge
- Excellent communication, organisational and time management skills.
- Competent in Microsoft Office applications (Word, Excel, Outlook & Teams) and maintaining accurate electronic and manual records.
- Good numeracy skills and experience of handling cash or financial records accurately.
- Ability to produce clear and engaging content for social media that promotes the organisation's services and events.
- Ability to work independently and use initiative to manage a varied workload.
- A commitment to the ethos and values of Footprints Women's Centre.
Desirable:
- A recognised qualification in Business Administration, Customer Service or a related subject.
Pay: £11,190.40 per year
Work Location: In person
