Reception and Administration Support Officer

**We are looking for a driven and motivated individual who has a passion to help people to join our busy reception team at UTASS.**

UTASS works with and for the communities across the Durham Dales, helping people gain access to services, advice and resources they need.

You must have a solution-focused ‘can do’ attitude and have a proactive and friendly approach to helping people.

Proven experience of working with people is key, as you will provide a friendly and positive welcome to visitors.

A caring and empathetic approach is essential, as is the sound understanding of how to process sensitive information and data.

**Key Tasks**

Reception Services
- Answering the telephone, taking messages and either responding directly to enquiries or passing them on to the appropriate person/colleague.
- Monitoring calls to the answer phone and E-Mail and passing on to the appropriate person/colleague.
- Providing a ‘first point of contact’ for enquiries, either by in person or by telephone
- Identify and assess the presenting issues
- Directing the enquiry to the appropriate member of staff
- Provide light refreshments where appropriate.
- Maintaining and reviewing notice board and window contents, particularly adverts/posters.

Secretarial Services
- Typing/word processing, spreadsheet and database work.
- Assisting other staff with meeting, training, fundraising, or conference arrangements.
- Producing leaflets, posters, exhibition materials etc using canva.
- Photocopying and filing.
- Make outgoing telephone calls and appointments on behalf of other Staff and service users.
- Liaise with appropriate agencies/organisations on behalf of service users and Staff.

General Administrative Tasks
- Open incoming post, date, record and pass on to addressee.
- Frank and record outgoing post.
- Assist with the production of newsletters, website and social media postings/production.
- Keep all addresses lists, database and website details up to date.
- Prepare light refreshments, and room set up for meetings.
- Develop and maintain the projects information and monitoring systems.
- Keeping records of all contacts and their presenting issues.
- Assist with the preparation and collation of information for funding reports and training.
- Maintain adequate filing systems,
- Assist with the preparation of paperwork for Staff & service users.
- Support the UTASS training provision.
- Helping service users to access the internet by use of computers/tablets/phones.
- Assist service users in notifying appropriate bodies of sheep/cattle movements etc.
- Assisting service users with appeals.
- Collate and present monitoring information.

Specific Administrative Tasks

There are a range of tasks carried out by the reception team, which are allocated according to the skills of individuals. Role specific tasks may change or be redistributed between the team as UTASS evolves.
- Monitor and draft orders for office materials and equipment.
- Create monthly community newsletters.
- Website & Social Media.
- Check defibrillator batteries and first aid contents and replenish accordingly.
- Health and safety admin, including electrical testing, fire extinguishers, fire safety etc.

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

Pay: £12.53 per hour

Expected hours: 14 per week

**Benefits**:

- Casual dress
- Free parking

Schedule:

- Holidays
- Monday to Friday
- Overtime
- Weekend availability

Ability to commute/relocate:

- Barnard Castle DL12 0SN: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 01/12/2024
Expected start date: 03/01/2025