Office Administrator/receptionist

2 weeks ago

Rhyl, United Kingdom Dial A Ride Denbighshire Full time

**Office Administrator Job Purpose**:
Ensure proper flow of office procedures, and support the office directors by carrying out common office duties. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone.

**Responsible and accountable to**:

- Office manager, also reports to and co-ordinates with Transport Manager
- Board of Trustees

**Office Administrator Job Duties**:

- Dealing with members, taking bookings, allocating jobs to drivers, ensuring the service is delivered
- Managing CATSS booking system including producing reports
- Manage vehicle allocation and co-ordinate with drivers
- Payment/Cash handling from members and drivers
- Maintain membership renewal schedules
- Manage reception area and look after visitors
- Prepare Conference room when required
- Answers phone calls and transfers them as necessary
- Draft, format, and print relevant documents
- Maintain stock lists and order office supplies as needed
- Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
- Interacts with directors and carries out their requests
- Creates agendas and takes meeting notes
- Manages outgoing post and records data on special deliveries
- Photocopies and files appropriate documents as needed
- Attends workshops and conferences when requested
- Take care of website functions and social media profiles
- Adherence to all company policies and procedures
- Understanding and maintaining the confidentiality of members and staff

**Occasional Duties**:

- Attend staff meeting and staff development days
- Attend training and professional development as required by manager

**Office Administrator Skills and Qualifications**:

- Previous Office Administration Experience Preferred;
- Strong Attention to Detail;
- Ability to Work Without Supervision;
- Logistics and local area knowledge essential;
- Excellent Time Management Skills;
- Exceptional Communication and Customer Service Skills;
- Technical Skills, Including Proficiency with Microsoft Office Programs;
- Strong Prioritisation and Organisation Skills;
- Ability to Handle Confidential Information;
- Strong Record Keeping Skills;
- Presentation Skills;
- Ability to Multitask;
- Knowledge of Third sector organisation desirable but not essential;
- Welsh Speaking desirable but not essential.

**The following information is furnished to assist staff joining Dial a Ride to understand and appreciate the work content of their post and the role they are to play in the organisation. However, the following points should be noted**:

- Whilst every endeavor has been made to outline all the duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. Broad headlines therefore may have been used, in which case all the usual company routines are naturally in the job description.
- Employees should not refuse to undertake work which is not specified in this document, but they should record any additional duties they are required to perform and these will be taken into account when salaries are reviewed.

Salary reviewed after successful completion of training and probationary period,(Normally 3 months)

**Job Type**: Part-time

**Salary**: From £10.92 per hour

Expected hours: 20 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday
- Overtime

**Experience**:

- Office administrator: 4 years (required)

Work Location: In person

Application deadline: 16/02/2024

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