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Office Administrator/ Receptionist
3 months ago
Description:
Office Administrator/ Receptionist
***
Salary: £11.50 ph (FTE £22,126 pa)
Hours: 25 per week, Mon-Fri
Contract:
permanent
Location:
High Wycombe
Start date:
asap from 1 July 2024
_ _
Who we are
We connect. We support. We influence. We deliver services in our local communities, in Buckinghamshire and East Berkshire. We promote wellbeing and recovery; we prevent mental ill health; we offer talking therapies and we provide support in times of crisis.
We are an independent charity that is proud to be affiliated with national Mind and to adhere to its quality standards of governance and service delivery. Buckinghamshire Mind is part of a network of over 100 Local Minds, which provide trusted mental health services to our communities.
***We're seeking a friendly and efficient person to be the first point of contact for people at Bucks Mind. You'll be the one who is up to date on our services, our team, and on other relevant local services. You'll provide help and advice to external contacts and internal colleagues. The role will also provide administrative support on site at our High Wycombe head office.
You'll need to be well organised and proactive to seek, provide and capture information, and you'll need a calm and professional manner.
See the job descriptions for more details and for a description of our benefits.
How to apply
Key Responsibilities:
Background
Due to the growth of our counselling service we have split our coordinator/receptionist role and created two new roles at Bucks Mind.
***
Purpose of role
The postholder will provide proactive reception duties and effective administrative support for Buckinghamshire Mind at their High Wycombe office, being the first point of contact for People We Support, volunteers and visitors.
Members of the public who contact us are often experiencing difficulties with their mental health so it's crucial that all contacts are handled in a friendly empathetic way with the postholder utilising excellent listening skills.
The postholder will also provide administrative support to the Quality Team to deliver a safe, compliant and suitable working environment for the variety of different services using the High Wycombe office.
Ad hoc administrative support for the Senior Management Team will also be required so the postholder needs to be organised and thorough.
This is an integral role at Buckinghamshire Mind, requiring someone that is a highly efficient administrator who can listen attentively and signpost to the appropriate internal or external service with confidence and in a supportive way.
Responsibilities
Reception
- Provide a friendly and efficient service at reception, ensuring that all visitors to Bucks Mind are welcomed and their needs are appropriately met.
- Deal with incoming phone calls in a manner which is sensitive to individual needs and signpost to people/places where appropriate.
Administration/Business Support
- Oversee the Bucks Mind room booking system (using Microsoft Outlook) to ensure it is up to date and runs smoothly.
- Monitor and order stationery and office/cleaning supplies for High Wycombe.
- Work with the H&S Lead and Quality Lead to coordinate any work that needs doing in the High Wycombe premises, liaising with the landlord where required.
- Ensure that the environment at High Wycombe is maintained in good order to support wellbeing of staff, volunteers and people we support.
- Support the ICT Lead with basic setup and asset logging of IT equipment (laptops & phones)
- Support the ICT Lead with IT induction for new starters and issuing new equipment to existing staff.
- Fire Marshal duties for the High Wycombe office including arranging biannual fire drills and maintaining records.
- Be the main onsite First Aider for the High Wycombe office.
- Carry out safety walk throughs for new starters based at High Wycombe.
- Train staff in the use of the fire evacuation chair.
- Carry out monthly walkthrough H&S checks in conjunction with the H&S Lead.
- Responsibility for securing the building at the end of the working day if last to leave.
- Provide additional administrative support to the Quality Team as required.
- Provide administrative support to senior staff members as required.
Other
- Work within Buckinghamshire Mind and Mind in Berkshire's policies and procedures including Performance Management, Confidentiality, Safeguarding, Equal Opportunities, People We Support Involvement, Health and Safety and the Professional Boundaries policy.
- Keep informed about other projects, events and related issues regarding Buckinghamshire and Mind in Berkshire.
- Keep line manager up to date and informed.
- Work in a flexible way to take on other responsi
