Horseworld Reception Administrator

2 weeks ago

Bristol, Bristol, United Kingdom HorseWorld Trust Full time

HorseWorld Role Profile and Person Specification

Introduction


Established in 1952, HorseWorld is a registered charity based in Whitchurch, Bristol, committed to rescuing, rehabilitating and re-homing horses, ponies and donkeys in need.

Our Welfare department provides a home to all our new arrivals, including sick, neglected and traumatised horses and ponies. We have a team of trained staff committed to their care and rehabilitation and eventual rehoming.

We also have our Discovery programme which runs courses for children and young people, using our rescued horses as a unique learning tool to promote emotional growth and learning.

We currently have responsibility for over 400 equines and are dependent on public donations, grants and legacies to support our activities.


Role Profile

Job Title:
Reception Administrator - part-time - 2 days a week

Job Purpose:

To help ensure the smooth running of HorseWorld Trust's Head Office at Delmar Hall, taking responsibility for the reception area and completing administrative tasks.


Hours: 14 hours per week, normally 9am to 4.30pm, Thursday and Friday. A job-share with the existing postholder who will work Monday to Wednesday inclusive. Occasional additional hours may also be required. This role is based at Delmar Hall.

Location:
Delmar Hall, Keynes Farm, Staunton Lane, Whitchurch, Bristol, BS14 0QL

Key Contacts:
Visitors, contractors and suppliers

HorseWorld Role Profile

Key Tasks

RECEPTION DUTIES A professional and welcoming first point of contact for visitors, providing refreshments and ensuring visitors sign in/out

  • Ensuring checks are carried out in respect of visitor/contractor DBS certificates
  • Accompanying visitors/contractors on site if no DBS in place
  • Dealing with telephone queries to office, taking and passing on messages as required
  • Ensuring reception area is kept tidy, relevant leaflets are on display and notice boards around site are uptodate
  • Assisting with the organisation of meetings
  • Liaising with the telephone supplier as required and ensuring the telephone list is current

HORSEWORLD HEAD OFFICE To ensure the smooth running of Head Office at Delmar Hall

  • Opening incoming post, logging all cheques and cash plus despatching outgoing mail and packages
  • Checking and distributing deliveries around the HorseWorld site
  • Ordering of supplies and goods for whole site, in conjunction with the Heads of Department and Line Managers
  • Monitoring office/cleaning supplies stock and ordering as necessary
  • Reviewing contracts/documents to ensure they are uptodate/ eg insurance, vehicle tax, driving licences etc
  • Ensuring computer files and paper files are stored in a systematic way and archived as necessary. Clearance of hard copy files in compliance with GDPR
  • Organising minor repairs to buildings and equipment in conjunction with the Deputy CEO and Maintenance Department
  • Monitoring the key press and ensuring it is locked at the end of each day
  • Ensuring refreshments are available and supplied for whole site as well as Delmar
  • Monitoring of meeting rooms to ensure they are presentable and closed at the end of the day
  • General housekeeping such as recycling/watering plants/responsibility for dishwasher

PROVIDING ADMINISTRATIVE SUPPORT

  • Ensuring the Delmar rota is uptodate and shared with other departments
  • Working with the Finance Officer to produce Purchase Orders for the whole site
  • Supporting all departments at HorseWorld as well as HO
  • Completing health and safety checks in the absence of the H&S Administrator
  • Administration and ordering of staff uniform and staff purchases through dedicated suppliers

ENSURING THE EFFECTIVE OPERATION OF HORSEWORLD

  • Adhering to all statutory health and safety regulations, taking responsibility for health and safety on site for yourself and those around you and ensuring any hazards or problems are reported to Line Manager
  • Behaving in a polite and professional manner to staff, clients and general public
  • Presenting HorseWorld in a way that is consistent with its work and philosophy
  • Attending and contributing to staff meetings and completing training courses as necessary
  • Assisting with activities and special events both on and off site
  • Working with the Deputy CEO to ensure the Bimonthly Trustee Meetings run smoothly and refreshments and lunches are available and set out on time
  • Additional duties as requested

Person Specification

Essential knowledge and experience

  • Working in a frontfacing reception / office based role
  • Providing administrative support
  • Maintaining filing systems

Desirable knowledge and experience

  • Customer service
  • Health and safety
  • Financial awareness

Essential skills and abilities

  • Excellent communication and interpersonal skills
  • Computer skills, including MS Office and Outlook
  • Systematic and methodical when working with attention to detail
  • Flexibility and ability to mult

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