Receptionist

1 week ago

Chester, United Kingdom Live! Full time

**About us**

We are a small vibrant charity providing a variety of fully inclusive and accessible clubs and social activities for children, young people and adults, based at New Scene Centre in Hoole, Chester. We are a pan disability organisation, promoting inclusion and choice, and challenging disadvantage. Members come from throughout Cheshire, Wirral and North Wales to develop self-esteem and confidence, improve physical and mental well-being, to work on personal, social, vocational, employability and independent living skills and most importantly, to make friends and have fun.

**About the role**

We are seeking a warm, welcoming and professional Receptionist Administrator to manage the Live front desk and be the first point of contact for all members, families & carers, professionals and visitors, whilst also providing administrative support across all aspects of the charity.

**About you**

You will possess fantastic communication skills, have admin experience (preferably within a customer-facing environment) and be able to work effectively within a busy, diverse team. Good time & money management skills, an ability to prioritise tasks, patience and a sense of humour are also essential.

**Key Responsibilities**:

- Be the first point of contact for all members & visitors onsite, via telephone and online enquiries
- Operate the switchboard; screen / forward calls and take/pass on messages
- Manage signing in processes, issue badges & provide general info on visitor H&S
- Ensure the safeguarding of members & staff via signing in/out processes & attendance checks
- To manage the signing in and out of keys and medications
- Receive, sort and distribute mail
- Manage member online bookings system and schedule room hires
- Complete basic business administration tasks as directed by the leadership team
- Support the finance lead with invoicing, expenses, accounting and payroll
- Ensure accurate & timely financial information is recorded & processed using the SAGE accounts system
- Receive, process & store data in accordance with GDPR regulations
- Manage paper and digital filing systems inc. staff and member confidential records
- Ensure records are entered into the management information system
- Build and management of the organisation contacts database
- Archiving of records & resources
- Produce accurate, detailed meeting minutes
- Update calendars and schedule meetings
- Keep updated records of office expenses and costs
- Support and develop member volunteers in the reception role (on a rota basis)
- Co-ordination of member initial visit & tour, tasters, place offers & memberships
- Produce and issue standard letters as required
- Design marketing materials & social media posts as req. to support delivery teams
- Maintain the Reception, main office & meeting spaces to high standards of housekeeping
- Provide refreshments for visitors as required
- Demonstrate consistent confidentiality in all matters
- Work as part of a team, sharing ideas and experiences
- Attend any relevant training to support continued professional development in line with Live training policy and role requirements
- Assist the Senior Management Team in maintaining a professional environment
- Carry out duties commensurate with the framework of the post and position that may be required by the leadership team in consultation with the postholder

**Role Requirements**:

- Microsoft 365 Online / Office Suite / SharePoint / Sage proficient
- Knowledge of online booking systems and membership management platforms
- Switchboard management experience
- Digital literacy & IT skills
- Excellent customer service skills
- Strong written and verbal communication skills
- Accurate, current record keeping
- Data management compliance
- Multitasking & organisational skills
- Prioritisation & time-management skills
- Professional attitude & appearance
- Consistent confidentiality regarding all business matters, HR and membership concerns
- Able to deal with competing deadlines in a fast paced, but supportive environment

**Qualifications, Skills, Knowledge & Experience**
- A minimum of 5 GCSE qualifications, including English and Maths GCSE (or equivalent) at grade 4 / grade C or above are essential
- Strong IT / digital literacy skills are essential
- CIPD and / or AAT, ACA, ACCA at level 3 or above desirable
- Working knowledge of Management Information & Online Booking Systems inc. Sage Accounts, Bookwhen, Member Mojo is desirable
- SEND / Charity / Public Sector experience desirable but not essential

Pay: £23,400.00-£25,350.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 01/07/2024

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