Receptionist

Date JD Revised:
**SOUTH WALES FIRE AND RESCUE SERVICE**
***

**Department
Business Support / Corporate Support

**Post
Receptionist

**Post No
NU418

**Grade
4

**Location
Fire Service Headquarters

**Responsible to
Administrative Supervisor

**Responsible for
N/A

**Responsibility for**
**Physical Resources**

N/A

**Responsibility for**
**Financial Resources**

Nil

**This job description refers to the main purpose and responsibilities of**
**the post. It does not necessarily list in detail all of the tasks required to**
**carry out these responsibilities. This job description will be reviewed as**
**and when necessary to ensure that it meets the Service’s business**
**requirements.
**MAIN PURPOSE OF THE POST**

To provide an efficient and customer focused reception, switchboard and mail
service, as well as providing administrative support within the Business
Support Administration Team.

**DUTIES AND RESPONSIBILITIES:
The main duties of the post will be to provide general administrative support
for Directorates across the organisation, to include some or all, but not
exclusively the following:
Principal Duties

1. Provide switchboard services, answering, screening and forwarding

incoming phone calls, giving equality to the Welsh and English
Language.

2. Serve visitors by greeting, welcoming and directing them appropriately,

maintain signing in book and issuing visitor badges.

3. Receiving, sorting and delivering mail twice a day.

Date JD Revised:
4. Generate user name and password using the Sisco system to enable

visitors to access WiFi, maintain electronic system.

5. Provide general clerical support to the Administrative Team, including

6. Undertake photocopying, scanning, shredding and binding as required.

7. Maintain and interrogate databases to provide information in an

accurate and timely manner, including room bookings, cancellations
and updating external attendee list.

8. Check in advance meeting room bookings, arrange room set up and

ICT requirements, provide refreshments and arrange buffets.

**Secondary Duties
9. To participate in inter-departmental, corporate meetings as directed
and to liaise with other departments, public and other outside bodies
and organisations as required or is necessary.

10. To provide general administrative support and assistance to other

members of staff to assist them in meeting the needs of the Service.

**General Duties**

11. To attend in-house and external training courses as required.

12. To undertake in addition to the above duties and responsibilities such

additional duties as may result from time to time from changing
circumstances but which will not change the general character or level
of responsibility accorded to the post.

13. To implement the principles of the Service’s Equal Opportunities and

Diversity Policies and Welsh Language Schemes whilst carrying out
the above duties.

14. To ensure awareness and compliance with any directorate, department

or team plans that may be implemented from time to time and ensure
awareness and compliance with any systems or procedures
implemented within the department.

15. To discharge such other duties commensurate with the grade of the

post as may from time to time be required by the Director or Head of
Service or Supervisor.

16. To adhere to Health & Safety Legislation/Relevant Service Policies and

Procedures and to take reasonable care for the health and safety of

Date JD Revised:
yourself and other persons who may be adversely affected by your
acts/omissions.

17. Comply with Standing Orders, Financial Regulations, Organisational

Policies and Procedures and any other instructions or procedures that
may be published or issued from time to time

**ORGANISATIONAL VALUES**
In performing the above role, all employees of the Service are required to
observe and promote the Service’s Core Values to be, at all times:
Professional

Caring

Respectful

Dedicated

Trustworthy

Dynamic

Disciplined

Resilient