Receptionist

7 months ago

Portsmouth, United Kingdom Age UK Portsmouth Full time

Age UK Portsmouth (AUKP) is an independent charity which provides high quality and accessible services for adults and elderly people living in the City of Portsmouth. The charity generates funds through specific service provision contracts, charitable grants, donations, sales of age-relevant insurance, mobility support products, legacies and via statutory bodies.

**Function of the Post**:

- Proactively support and administer Reception duties with, and as required by your Line Manager
- To provide comprehensive, professional reception and administrative support to ensure the smooth functioning of AUKP service provision.
- To provide general guidance and signposting towards all AUKP services, products and staff expertise within the Bradbury Centre
- To support colleagues to improve the lives of older people, whilst aiding the generation of additional income for Age UK Portsmouth.
- To maintain centre supply levels by checking stock, notifying line manager as to replacement needs or placing orders as appropriate.
- To recruit, induct and provide ongoing support for reception volunteers.

**Principle Accountabilities**:

- Support the organisation of the Reception area ensuring smooth government of front of house activities
- Work closely and collaboratively with at least one other colleague and volunteers to provide an efficient and effective administrative and reception service.
- Participate in team meetings regarding service planning and provision to support the review of systems and processes to ensure best practice.
- Set up and manage appointment schedules, ring back processes and face to face sales opportunities.
- Complete and update electronic Reception Diary to co-ordinate Meeting Room bookings and facilitate sub-contractor service bookings - all of which generate commission income for the charity.
- Access and be fully aware of daily content of all ‘shared’ electronic diaries so that you are informed and prepared to respond to enquiries concerning staff particularly the CEO’s availability and/or ‘fielding’ of supposed ‘friend’ or sales calls.
- Liaison with charity departments and services to improve and enhance sales opportunities and to signpost clients efficiently and effectively.
- Shared responsibility for general building/office and staff security - including awareness, coordination and control of staff-only access to Key Safe contents.
- Inform the Line Manager of any specific and/or task related requirements and provide regular management reports in a timely manner.
- Undertake specific tasks or projects to agreed quality standards and timeframes. This may include the collation of data for report purposes or participation in open days etc.
- Support all departments with basic administrative tasks including data entry, office management, envelope stuffing, scanning and archiving.
- Undertake any other duties as required by the Line Manager and/or Executive Team.

**Person Specification**

**Principal Attributes and Person Specification: Essential for the post**
- Be the welcome face/voice of AUKP
- Good working knowledge of Internet Explorer, Microsoft 365, Word, Excel and Outlook
- Skilled organisational ability and the ability to be self-motivated.
- Ability to work on own initiative and as part of a team.
- An understanding of the demands of voluntary sector work
- An understanding of the need to always portray a professional image.
- An understanding and empathy towards the needs of older people
- Confident communicator with excellent interpersonal and listening skills.
- An understanding of the need for confidentiality and a positive attitude to equal opportunities.

**Experience**
- Reception and customer service experience or appropriate environment working essential.
- Ability to absorb, understand and discreetly retain personnel/client information.
- Ability to manipulate data and produce accurate reports and information.
- High standard oral and written communication skills
- Excellent administrative skills and attention to detail
- Proven ability to deliver results against targets and prioritise workloads.
- Basic understanding of the Voluntary Sector.

**Other Duties**:
You are required to undertake such other duties appropriate to the grade and content of the work as may reasonably be required of you. Therefore, the list of duties in this job profile should not be regarded as exclusive or exhaustive. Please note that, in consultation with you, AUKP reserves the right to update your job profile to reflect changes in, or to, your post.

**Diversity**

AUKP believes that everyone has the right to be treated equally and that the diversity of individuals and groups should be embraced, valued, and respected. AUKP is committed to eliminating any form of discrimination be it direct, indirect,harassment or victimisation, and to support this, AUKP has several policies with which you should be both familiar and compliant. All policies are available on the Charity’s 365 Sha

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