Receptionist Administrator

Role description The Reception Administrator is the first point of contact for Fife International Forum and provides a professional, friendly and welcoming service for all visitors. The role is responsible for effectively managing all enquiries, directing individuals to relevant services and maintaining accurate records. The Reception Administrator provides administrative support across the organisation reporting directly to the senior management team. Based at: 2 Viewfield Terrace, Garden Room, Dunfermline, KY12 7HY, with the first few weeks based at Premier House, 29A Randolph Place, Kirkcaldy, KY1 2YX. Work pattern – 4 days per week. Hours – 1x 20-hour post. Hourly pay – £13.18 Placement end date – 27/03/2026. Specific roles and responsibilities Provide front‑line cover for reception, telephone, and email enquiries. Review information and issues presented by individuals and offer early intervention. Provide relevant information, signpost or make referrals for the individual either internally to the casework team or to a relevant organisation for specialist services for additional support where appropriate. Respond swiftly to requests for services from individuals or where a report has been made that an individual or family may be experiencing issues or facing crisis. Support the caseworkers and senior management team providing qualitative and quantitative data as required. Work collaboratively with Area Coordinators to make referrals for activities that support socialisation and integration including education, employability, health, social activities, and language support. Maintain positive and collaborative relationships with all stakeholders and regulators, working collectively to facilitate communication, understanding, build trust and enhance the organisation’s reputation as well as ensuring individuals we support are at the centre of the process. Ensure accurate case recording, statistical monitoring, and information retrieval. Ensure that case records are always updated and accessible to the team and to senior management. People management The Receptionist/Administrator has no direct reports. Financial and legal management The Receptionist/Administrator must act in the financial interests of the organisation in their decision making, putting the quality and safety of services, cost control and the minimisation of loss at the centre of every activity. Critical competencies Integrity, self‑discipline, excellent communication and interpersonal skills, trustworthiness, teamwork, conflict management, problem‑solving, sound judgement, initiative, and decision‑making. The ability to communicate and have a positive impact on others to influence and gain their trust and confidence. Persuasive and engaging, able to build buy‑in from the people you support and those whom you collaborate with to provide extended support services. Excellent organisational skills with attention to detail and the ability to move quickly and easily to ensure a seamless service for individuals. The ability to discuss sensitive issues and provide options and choices that lead people to positive solutions. The ability to advocate, negotiate and act as an ambassador of the organisation continuously building new and developing existing community relationships. Reliable in complying with specific internally established control systems and rules, leading by personal example, and encouraging all colleagues to do the same. Conducting all activities in accordance with all applicable laws and the organisation's standards and policies, including its ethics, code of conduct and safety policies. Experience and technical knowledge Excellent English speaking and writing skills with the ability to communicate effectively with people whose first language is not English. IT literate, competent in using Microsoft Word, Excel, and Outlook. Experience in providing administrative support in a busy and complex office environment. Some work experience in managing front‑line enquiries, keeping accurate records of all information gathered and updating our records accordingly. Work experience in providing support to vulnerable individuals; ideally within international or ethnic minority communities. Some experience or knowledge of working with case‑working principles. Some understanding of issues relating to welfare benefits, debt management, housing support, education, employability, and social, health and well‑being activities. Knowledge and passion for learning more about the benefits of migration, diversity and inclusion and the support we provide in education, upskilling, language support, employment opportunities and social activities that enable people to integrate and play an active part in community life. How to apply This is a paid work placement funded by Fife Council via the Life Chances Programme. The aim of this programme is to gain a sustainable job at the end of the funded period or earlier. To apply, please send a CV and a Cover Letter to fjc@fife.gov.uk and mark the email header "Life Chances – Receptionist Administrator." Please note if you do not provide both a CV and Cover Letter, we will be unable to progress your application. This role is for people who are unemployed and not in full‑time education only. Closing date is 16/12/2025. Any questions please contact the FJC email above. #J-18808-Ljbffr