Reception and Administration Officer

3 weeks ago

Ipswich, United Kingdom Suffolk Refugee Support Full time

**Context and Purpose of the Job**

Suffolk Refugee Support aims to ensure that all asylum seekers and refugees in Suffolk are enabled to live integrated, fulfilled and contributing lives in their new communities. We provide a welcoming environment where clients can access help, advice, support and practical services in order to be healthy and safe and begin to rebuild their lives. We work with external agencies, community and voluntary sector organisations, health providers and others to enable our clients to access a range of support. We are based in Ipswich, but our services operate increasingly out on location with refugees and asylum seekers housed in accommodation across Suffolk.

This post is responsible for ensuring that all visitors to the office are welcomed and directed to the appropriate service and that SRS is able to run smoothly with fully functioning office space and resources. It is also responsible for taking minutes at meetings of the trustees and team meetings and performing admin tasks as required by the staff.

The post is 28 hours a week Monday, Tuesday, Thursday and Friday with some flexibility.

The post holder will report directly to the Advice Service Manager.

**Main Duties and Responsibilities**

**Reception Duties**
- To answer the door and telephone to clients, ensuring they are made to feel welcome and listened to and directed to the appropriate member of staff
- To maintain a tidy and organised reception, kitchen and public areas of the office
- To support the Facilities and IT officer in maintaining a safe and orderly office working environment for staff, volunteers, visitors and clients.
- To be the first point of contact for clients, make an initial assessment of their needs (triage) and refer to the appropriate staff member for help
- To give information to clients about internal and external services which may be of benefit to them and to assist with occasional evaluation processes
- To deal with agitated and upset clients with empathy and calmness, ensuring that safety is maintained
- To communicate with clients and manage expectations in terms of the service they will receive
- To maintain the security of the office - especially the front door - at all times and to report any problems to a manager immediately
- To take accurate messages for staff and to ensure these are passed on in a timely manner
- To sort and distribute incoming post including post held for clients
- To manage the appointment system for clients and advice staff
- To support and train volunteer receptionists to carry out the above duties

**Data Protection Duties**
- To oversee the administrative tasks associated with GDPR requirements: working closely with the Management Team, the Facilities and IT Officer and the HR and Training Officer to ensure that they have put the correct agreements in place, and that these have been signed, and to then ensure that these agreements are recorded as such on our systems.
- To ensure that Advice Service and office documents are archived or disposed of securely in line with GDPR.
- To support the Advice Service Manager with client GDPR requirements.

**Client Feedback Duties**
- Managing the use of the client feedback survey after each appointment

**Committee Admin Duties**
- To help to organise and attend the HR sub-committee each month, taking minutes and distributing papers for it.

**Office Admin Duties**
- To assist with all staff admin duties where needed - including filing, sorting, photocopying, tidying and ordering stationery
- In liaison with the Facilities and IT Officer, to ensure office equipment is ordered and maintained as necessary.
- To ensure that waste materials are disposed of appropriately from the office (including all recycling)

**Other Duties**
- To support the Facilities and IT Officer and Fundraising and Comms Officer in the management of donations in kind to the office, including recording, organising, storing them and ensuring that where necessary the required thank you letters have been sent out.
- To attend, take minutes and contribute to Team Meetings and to the overall planning of services for SRS’ clients
- To be available for contractors/repair services and brief them as needed based on information from the Facilities and IT Officer.
- To assist the Charity Manager or Advice Service Manager in other administrative tasks as required

**Publicity**
- To be involved occasionally in the delivery of SRS’s publicity via events, talks and meetings

**Personal Development**

The post-holder must effectively manage their own workload, assessing their priorities in terms of the balance between the reactive workload and the medium and long-term plans and projects. Work-time opportunities for appropriate training will be given to the post-holder.

**Other requirements**

Please note that an Enhanced DBS Check is required for this post. The decision to request a DBS disclosure is made in accordance with the Rehabilitation of Offenders Ac

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