Receptionist/administrator

**Purpose of the job**:
As a Receptionist, the post holder will be the first point of contact for staff and visitors, will provide a welcoming and professional reception and telephone service for Glencraig whilst also providing general office administration support for the organisation, working closely with the Registered Manager (Adult Residential). The post holder will also provide support to the Facilities Manager in the day to day planning and arrangement of building maintenance. As an Administrator The post holder will provide efficient and accurate administrative support to the Social Care Department, and other Corporate Service Functions as directed by the department managers. The individual will be responsible for maintaining records, processing confidential and highly sensitive data and completing ad hoc administrative work. They will be responsible for answering and directing calls and on occasions providing reception cover

**Key Duties & Responsibilities**:
**Reception Duties**
- Receive incoming telephone calls, handle queries, operate switchboard and forward accurate messages
- Meet and greet visitors and staff and provide hospitality when required
- Sign visitors in and out; issue visitor passes
- Preparation of reports when required
- Provide administrative support for colleagues and community staff when required
- Record, file and retrieval of information
- Create reports and resolve queries from existing databases
- Source and book travel for staff when required
- Source and order community supplies ensuring the resources of the community are used in a cost effective manner
- Organize and coordinate both internal and external meetings when required
- Assist staff with the preparation, production and distribution of community literature regarding community events and festivals to all relevant stakeholders
- Any other administrative duties as required
- Ensure correct Covid19 protocols are followed with all contractors and visitors on site

**Facilities Administration**
- To provide general support and assistance to the Facilities Manager
- Assistance with the coordination and management of all compliance inspections throughout the community; updating and maintaining all relevant records including closing down maintenance request on the database
- Follow up any actions required after audit reports

Assisting the Facilities Manager with the review and recording of checks on fire exits, fire equipment, signage and fire alarm tests
- Assist the Facilities Manager with day to day correspondence with staff, regulatory bodies and all relevant stakeholders and liaise where necessary
- Providing information as requested by RQIA, NIFRS, and Environmental Health etc.
- Onsite liaison with Craigowen Housing Association contractors, RQIA, HSENI, NIFRS and any other regulatory body, CCTNI contractors, CCG contractors, suppliers, the Heads of the various departments in community and maintenance

**Health & Safety Administration**
- To provide general support and assistance to the Health & Safety Group
- Assisting the Health & Safety Group with monitoring activities e.g. production and circulation of H&S bulletins and memos
- Re-ordering of required H&S stock & equipment required throughout the community.

**Qualities and Disposition**
- Ability to undertake such work you are assigned in a careful and efficient way and in compliance with current standards and regulatory requirements
- The ability to communicate in a friendly, helpful, professional and non-prejudicial manner in your dealings with staff, residents, pupils and visitors to the community
- The awareness of the need for confidentiality

(_The above list serves to illustrate the scope and responsibilities of the post and is not intended to be exclusive. This role will develop as the Oganisation develops, subsequently leading to changes in the job responsibilities)._

Pay: From £22,308.00 per year

**Benefits**:

- Cycle to work scheme
- Free parking
- On-site parking

Application question(s):

- Do you currently live in Northern Ireland?

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location: In person

Reference ID: 24/27/RA/WEB