Admin/receptionist

3 weeks ago

Birkenhead, United Kingdom Wirral Change Full time

**Job Title: Admin/Receptionist**

**Location**: Birkenhead, Wirral

**Salary**: £22,000 - can be negotiated depending on experience and qualifications

**Company Overview**: Wirral Change is a multicultural charity that specialises in information, advice and guidance to Wirral’s ethnic minority communities. We pride ourselves on delivering exceptional service to our clients and maintaining a positive working environment for our employees.

Key responsibilities for the Admin/Receptionist role:

- **Greeting and Welcoming Visitors**:

- Create a positive first impression by warmly greeting visitors and directing them to the appropriate person or department.
- Ensure visitors sign in and out, maintaining security protocols for the office.
- Greeting and communicating with speakers of other languages.
- **Answering and Directing Phone Calls**:

- Operate a multi-line telephone system, promptly answering incoming calls and transferring them to the appropriate party.
- Take accurate messages and relay them to the intended recipient in a timely manner.
- **Managing Incoming and Outgoing Mail**:

- Receive, sort, and distribute incoming mail and packages to the appropriate recipients.
- Prepare outgoing mail and packages for pickup or courier delivery, ensuring proper postage and documentation.
- **Maintaining Reception Area**:

- Keep the reception area clean, organised, and presentable at all times.
- Monitor and replenish reading materials, brochures, and other informational materials for visitors.
- **Scheduling and Booking**:

- Efficiently manage appointment schedules for staff members and meeting rooms, using digital calendars.
- Coordinate with the caretaker to ensure meeting rooms are prepared with necessary equipment and materials for scheduled meetings.
- **Providing Administrative Support**:

- Assist various departments with administrative tasks such as typing correspondence, filing documents, and entering data into spreadsheets or databases.
- **Office Events and Meetings**:

- Assist in the coordination and planning of office events, meetings, and conferences, including arranging catering, booking venues, and sending out invitations.
- Prepare meeting agendas, take minutes, and distribute meeting materials as required.
- **Ordering Office Supplies**:

- Monitor inventory levels of office supplies and place orders as needed to ensure adequate stock levels are maintained.
- Work within budgetary constraints to obtain the best value for office supplies and equipment purchases.
- **Handling Confidential Information**:

- Exercise discretion and confidentiality when handling sensitive information, such as client information.
- Follow established procedures for maintaining the security and confidentiality of sensitive documents and information.
- **Collaboration and Communication**:

- Work collaboratively with team members and other departments to ensure seamless communication and coordination of tasks.
- Provide assistance and support to colleagues as needed to achieve common goals and objectives.
- Carry out any other duties as dictated by the Management Team

**11. Room Hire**:

- Show any prospective clients around the rooms they want to hire.
- Book any room hires into Room Hire spreadsheet, fill out caretaker forms and follow through any bookings making sure they have everything they need.
- Liaise with the Finance Department to send invoices to room hire clients.
- Make sure the system stays up to date with latest pricing and information.

**Requirements**:

- 2 years proven experience as a receptionist, administrative assistant, or similar role.
- Excellent communication and interpersonal skills.
- GSCE in English and Maths or equivalent.
- Proficient in Microsoft Office 365 (Word, Excel, Outlook).
- Strong organisational and time-management abilities.
- Ability to multitask and prioritise tasks effectively.
- Attention to detail and accuracy in completing tasks.
- Professional appearance and demeanour.
- Knowledge of office equipment, such as printers and fax machines.
- Previous experience in a multicultural organisation is a plus.
- Must be eligible to work in the UK.

**Working Hours**:

- 35 hours per week Monday to Friday, 9:00 AM to 5:00 PM with 1-hour unpaid lunch break

**Job Types**: Full-time, Permanent

Pay: £18,205.35-£22,000.00 per year

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 2 years (required)
- Administrative experience: 2 years (required)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

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