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Reception and Office Administrator

3 months ago

Halifax, Calderdale, United Kingdom Optimal Recruitment Full time
We are currently looking for an experienced Receptionist and Office Administrator for our client based in Halifax, West Yorkshire.

This role will be 25 hours per week spread across 5 days, and can be flexible to suit you.

The organisation supports people within the community with poor mental health.

Their goal is simple, to provide a safe, stable environment, for people to communicate with each other, create bonds and friendships, that they may have potentially missed out on.


With an estimated 1 in 4 people experiencing some form of mental illness, it's probable that you, or one of your loved ones, could be living with a mental health issue in silence.

The chance to talk to a someone like-minded, who maybe experiencing the same issues as you are, can be a real boost to one's confidence and self-esteem.


This really is a fantastic opportunity for the right person to be part of a Charitable Organisation who really care about the health and wellbeing of its staff and clients, which underpins the core of everything they do.


About the Role:

  • Contacting clients and other third parties setting up meetings and booking appointments
  • Undertaking DBS checks for Employees, Contractors and Facilitators
  • Ensuring all volunteers receive and sign a volunteer agreement and understand the organisation's policies
  • Manage the XERO invoicing system, preparing invoices and reconciling them, and setting up clients and suppliers on the system
  • Preparing all documents and materials used for training
  • Updating the website when required
  • Collating information from the Hub Facilitators and ensuring the information is input into the system
  • Updating social media platforms on a regular basis
  • Supporting the Operations Director to prepare for meetings
  • Assisting Facilitators with answers to general questions and documenting supervision meetings
  • Managing the reception, directing visitors to the right place and ensuring staff know when clients have arrived
  • Answering incoming calls to the organisation, assisting with queries or directing the enquiry to the right person.
  • Assisting the Team with filing, photocopying and other general administration
  • Proactively ensuring that the poster boards are updated
  • Supporting the Counselling Team with admin support, taking bookings and updating the system
  • Ordering stationery and supplies for the office and events
  • Support in the planning of any external fundraising events
  • Daily contact with Ops Directors, Counselling and Facilitator Teams and Finance Manager
Essential

  • Previous experience of working in a busy frontfacing administration role
  • Ability to use Office 365 packages including Word, Excel, Outlook, PowerPoint etc
  • Excellent customer service skills
Desirable

  • Able to confidently challenge the status quo
  • Confident written and verbal communication skills
  • Strong organisational skills
  • Able to meet deadlines
  • Excellent attention to detail
  • Able to work independently
  • Ability to work under pressure
  • Organised and able to work in a methodical manner
  • Some knowledge of XERO would be helpful
  • Good understanding of social media channels


Full training will be provided on how to update the websites, social media and Xero as well as other systems the organisation uses.

Please note that you will need to meet the essential criteria for this role to be successfully shortlisted.


This role is 25 hours per week Monday to Friday based in the office with a salary of £20,000 pro rata.