Aim of the Role
Unity in Community require a full time (37 hours) receptionist & administration assistant.
Working hours - Monday to Thursday - 8.30am - 4.30pm Friday - 8.30am - 4pm
The post holder will provide a high-quality front-of-house and administrative service to clients, visitors, staff and centre users. Acting as the first point of contact for the organisation — face-to-face, by telephone and digitally — the successful candidate will ensure all visitors receive a professional, courteous and welcoming experience.
The role involves providing general administrative and secretarial support to ensure the smooth, efficient and effective running of the centre and wider organisation.
Key Duties and Responsibilities
- Provide a high-quality, confidential and comprehensive administrative service.
- Welcome visitors to the centre and respond to enquiries about Unity in Community and the services we provide.
- Ensure visitors are directed to the correct courses, meetings or appointments.
- Manage and update staff appointments and room bookings using the organisation’s calendar systems.
- Answer incoming telephone calls, transfer calls appropriately and take accurate messages.
- Process incoming and outgoing post and deliveries.
- Prepare, format and distribute letters, reports and other organisational documents.
- Use Microsoft Office applications including Word, Excel, Outlook, PowerPoint, Access and Publisher.
- Prepare meeting agendas, reports and supporting documentation, and notify staff and board members of meetings.
- Take minutes at staff meetings and distribute records as required.
- Liaise with staff, external agencies and partner organisations on behalf of the Senior Management Team.
- Maintain computerised and manual filing systems, including organisational archives.
- Monitor dates for annual safety checks, notify the Senior Management Team and arrange contractor visits as instructed.
- Maintain property and compliance records.
- Support departments with audit preparation and related administrative requirements.
Additional Duties
There may be a requirement to undertake other duties reasonably required to support Unity in Community. This may include acting as a Fire Warden or Appointed First Aider. Duties may also be required at other Unity in Community locations.
Health and Safety
Employees must comply with the Health and Safety at Work Act 1974 and all associated organisational policies and procedures to maintain a safe environment for staff, visitors and service users.
Safeguarding
Unity in Community is committed to safeguarding and promoting the welfare of children, young people and adults at risk. All staff are required to comply with the organisation’s safeguarding policies and procedures and contribute to maintaining safe working practices.
Sustainability
All staff are expected to support the organisation’s commitment to sustainability by minimising waste, reducing energy usage and promoting environmentally responsible working practices.
Information Security and Confidentiality
All employees are required to maintain strict confidentiality regarding client, staff and organisational information obtained during the course of their employment.
All personal information must be handled in accordance with data protection legislation and organisational policies. Failure to comply with confidentiality or data protection requirements may result in disciplinary action.
Equality, Diversity and Inclusion
Unity in Community is committed to equality, diversity and inclusion and aims to create a working environment where everyone is treated with dignity, fairness and respect.
The organisation welcomes applications from all sections of the community and does not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.
All staff are expected to uphold these principles in their behaviour towards colleagues, clients and service users.
Pay: £12.71 per hour
Benefits:
- Free parking
- On-site parking
Education:
- GCSE or equivalent (preferred)
Experience:
- Reception: 2 years (preferred)
- Administrative: 2 years (preferred)
Work Location: In person
