Receptionist and Administrative Assistant

6 months ago

Truro, United Kingdom Cornwall Federation of Women's Institutes Full time

An opportunity has arisen for the post of Cornwall Federation of Women’s Institutes Receptionist and Administrative Assistant.

Based at our purpose built headquarters in Threemilestone, Truro you will work as part of a small team supporting the Federation Chair, Board of Trustees and 3000 members of the WI in Cornwall.

As the first point of contact for the organisation, you will be an individual who communicates well with WI members and the general public and who can provide accurate and timely administrative services to the organisation. You will also have the opportunity to be involved with activities and events across the county.

You will work 3 days per week (21 hours in total). Our office hours are Monday-Thursday 9.00am to 4.30pm, you will work Monday and Thursday and either Tuesday or Wednesday.

**JOB DESCRIPTION**

**Job Purpose**:

- A highly motivated, organised, flexible and enthusiastic individual to deliver an efficient, timely and accurate administrative service to CFWI.
- The post requires the individual to communicate effectively with the organisation, WI members and the general public in a professional and empathic manner.
- To work as part of a team and be able to demonstrate own initiative when required.
- To adhere to CFWI’s policies and procedures.

**Main Duties and Responsibilities**:
To provide administrative support to CFWI:

- To be the first point of call for visitors and telephone contact.
- To maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the organisation as appropriate.
- To liaise with event organisers and produce event information for Trustees.
- To work as part of the team with general reception and administrative duties.
- To carry out any other duties as required, commensurate with the post.

**General Duties and Responsibilities**:

- To unlock the car park and building, deactivate alarms and follow the car park procedure.
- To check the post box.
- To answer and record telephone calls for the organisation and to deal with queries and messages.
- To open and date stamp all incoming post including bank statements with any incoming post for Trustees to be placed in designated folders.
- To liaise with the Federation Secretary and Finance Administrator regarding event bookings.
- To prepare a list of Trustee and sub-committee dates and update as required.
- In conjunction with the Federation Secretary, to prepare for the Annual Council meeting by processing all ticket and travel requests.
- To attend the Annual Council Meeting to staff the CFWI table and deal with general requests.
- To assist the Federation Secretary with preparations for the Royal Cornwall Show and other external events.
- To collate volunteer offers and forward the information to CFWI Royal Cornwall Show organiser.
- To record competition entries for any events during the year.
- To check the diary daily and prepare for events or meetings accordingly.
- To order WI Shop sales, stationery and diaries and to monitor stock levels.
- To record WI Shop sales.
- To manage the payments for bulb orders.
- To manage outgoing post in franking bag.
- To ensure the newsletter database is up to date.
- To prepare envelopes for newsletter and monthly mailings, to pack and check quantities and weights.
- To manage postage stamps sales.
- To assist with preparation of the necessary paperwork for the Royal Cornwall Show and the Annual Council Meeting.
- To manage the shredding machine following CFWI procedure.
- To photocopy enclosures for WI secretaries.
- To keep the office Yearbook updated and advise the Federation Chair, Yearbook editor, County News editor and staff of any changes.
- To manage room hire according to CFWI procedure.
- To check and order refreshment supplies in the kitchen.
- To prepare meeting rooms and mileage claim sheet as required.
- To manage the car parking for external hirers following CFWI procedure.
- To check fire alarms and extinguishers weekly. Fire drills with other staff.
- To work together with other members of the team to provide effective communication, including dealing with visitors.
- To undertake any other duties to support the team and organisation as may reasonably be required by their line manager.
- The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

**PERSON SPECIFICATION**:
Knowledge, Training and Experience:

- Education (state requirements)
- Significant administrative experience
- Demonstrable experience in dealing with the public
- Knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
- Understanding of confidentiality and Data Protection Act

Communication Skills:

- Clear communicator with excellent writing, data entry and presentation skills and capable of delivering clear information to the organisation
- Ability to work under pressure and able

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